Administrative Support Specialist

Administrative Support Specialist

The City of Bend is accepting applications for one (1) regular, full-time Administrative Support Specialist in the Administrative Division of the Community Development Department. This is an hourly, non-exempt (overtime eligible) position represented by the City of Bend Employee Association (COBEA). The City may use this job posting to create an eligibility list for future hiring purposes. This position serves as the primary administrative support for the City's licensing programs, processing business registrations, liquor licenses, and other permits while providing excellent customer service through the front counter, phone, and email. The role also supports the department with drafting correspondence, reports and presentations, coordinating meetings and calendars, taking meeting minutes, and maintaining website content. Looking ahead, there are opportunities to help improve and modernize licensing processes, including automation of business registration renewals and other efficiencies. This is a great opportunity for someone who enjoys a variety of responsibilities, interacting with the public, and making a meaningful impact on how businesses and customers experience City services. The position plays a key role in supporting both the Licensing Team and the broader Community Development Department.

Classification Framework: Administrative Support Specialist

What You'll Do

The following duties are a sample of major duties performed in this role and not intended to be an exhaustive list.

• Process business registrations, liquor licenses, and other applications from start to finish.
• Answer customer questions in person, by phone, and by email, and help customers understand City requirements and processes.
• Serve as backup at the front counter and provide exceptional customer service.
• Prepare, edit, and proofread correspondence, reports, presentations, and other department communications.
• Coordinate meetings and events, manage calendars, prepare agendas, and take meeting minutes.
• Maintain accurate licensing records, files, and data systems.
• Update website content and help keep public information accurate and current.
• Provide administrative support to multiple programs and staff throughout the department.
• Identify and support opportunities to improve, streamline, and automate licensing processes.
• Assist with special projects and other departmental priorities as needed.

Ideal Candidate

We're looking for a highly adaptable and flexible professional who thrives in a fast-paced environment, effectively balances competing priorities, and can seamlessly shift between customer service, administrative support, licensing work, and special projects as business needs change. This individual is proactive and self-directed, takes ownership of their work, and continuously looks for opportunities to improve processes and customer experiences. They are highly reliable, organized, and accountable, consistently producing accurate work while managing multiple deadlines and responsibilities. The ideal candidate is an engaging communicator with strong written and verbal communication skills, provides exceptional service to internal and external customers, and collaborates effectively with colleagues across the department. They bring a positive attitude, sound judgment, strong attention to detail, and commitment to public service. This is a front facing customer service position and, in an effort to best serve the Bend Community, Spanish proficiency is preferred. Candidates should have experience in an administrative assistant, office coordinator, or similar administrative support role, along with strong organizational skills and a commitment to excellent customer service. They should be comfortable managing multiple priorities, drafting correspondence, coordinating meetings and calendars, taking meeting minutes, maintaining accurate records, and using Microsoft Office applications. Strong communication skills, attention to detail, professionalism, and the ability to work independently while supporting a collaborative team are essential. Candidates who meet the listed minimum qualifications, including an equivalent combination of education and experience will be considered for an interview. Please ensure your application includes information about your education, relevant paid and unpaid work experience, and applicable licenses and certifications. Avoid referencing your resume in the job duties section of the application. Minimum Qualifications:

• High School Diploma or General Equivalency Diploma (GED); AND
• 2 to 3 years' experience in an administrative support or similar office support role performing comparable duties; OR
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Required Licenses & Certifications:

• May require ability to obtain and maintain a Notary Public designation.

Desired (but not required) Attributes:

• Bilingual language skills in both Spanish and English, including reading, writing, and speaking. Upon passing required testing per section 13.13 of the City of Bend Employee Association Collective Bargaining Agreement, employee is eligible for an additional $2.00 added to their base hourly rate of pay.

What to Know Before Applying

Application Deadline: Applications must be received by October 1, 2026, 12:00 PM (noon) Pacific Time to be considered for this selection process. Application Requirements: To be considered for an interview, applicants must complete an online application including the following attachments (failure to include required attachments may result in disqualification):

• Cover Letter that addresses candidate's interest in and qualifications for the Licensing Administrative Support Specialist position

Veterans' Preference: Applicants seeking Veterans' Preference as a qualified veteran or disabled veteran must attach appropriate documentation to their application. For more information click here.

Equity Statement: The City of Bend remains committed to building a workforce that advances diversity and inclusion within our community and all we do. We recognize that not everyone starts from the same place, and that gender, race, ability, sexual orientation, and other identities face different barriers. We welcome applicants from all backgrounds and are dedicated to creating an inclusive, safe, and respectful workplace where employees can thrive without these barriers. A more extended version of the City of Bend's Organizational Equity Statement is available upon request.

Benefits: The City of Bend offers an excellent competitive benefits package for Employees and Dependents for health and dental coverage, retirement benefits, and a robust paid leave program. Details are available on the benefits tab of the job posting. Starting Compensation: Starting compensation is determined based on a pay equity analysis considering the candidate's education, applicable work experience, and internal equity. Please include all relevant information on your application.

Benefits

Employee Benefit Overview August 1, 2025 July 31, 2026 Regular Full Time Benefits: Coverage is effective on the first day of the month, coinciding with or following date of hire. High Deductible Health Plan (HDHP) Medical, Vision and Prescription Coverage Underwritten by PacificSource Health Plans Full-time employees currently pay 10% of the total monthly premium. Benefit-eligible part-time employee premiums are pro-rated according to their regularly-scheduled hours, either at 50% (employees working 20-29 hours per week) or 75% (employees working 30-39 hours per week) of the full monthly premium. Employee monthly premium: - Employee - Employee & Dependents Full-time Employees - $71.48 - $178.70 Part-time 1 Employees (30-39 hours per week) - $178.72 - $446.77 Part-time 2 Employees (20-29 hours per week) - $357.43 - $893.54 Health Reimbursement Account (HRA) Third Party Administrator -- PacificSource Administrators (PSA) This is an employer-funded account designed to reimburse employees for IRS-qualified medical expenses. Reimbursements are tax-free, and any unused HRA Comp-A fund amounts at the end of the plan year are transferred to the employee's VEBA account following first full year of employment (see below for VEBA account information). Coinsurance (Med-G) funding remaining at plan year end is forfeited and does not roll to the VEBA. Employee monthly premium portion: - Employee - Employee & Dependents Full-time Employees - HRA (Comp A)Coinsurance (Med G) - $2,000$1,250 - $4,000$1,250 Part-time 1 Employees (30-39 hours per week) - HRA (Comp A)Coinsurance (Med G) - $1,500$937.50 - $3,000$1,335.75 Part-time 2 Employees (20-29 hours per week) - HRA (Comp A)Coinsurance (Med G) - $1,000$625 - $2,000$890.50 Employees also have the option to self-fund a Flexible Spending Account (FSA) for unreimbursed medical expenses to offset potential out-of-pocket liability under the medical/dental plans and potentially shelter their HRA Comp-A account to allow for larger rollover to their VEBA account at plan year end. First Stop Health - Telemedicine: The City of Bend provides First Stop Health (FSH) telemedicine