Administrative Support Specialist

About the Role

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 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.

Responsibilities

• 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.

Qualifications

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.

Skills

• 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.
• Proactive and self-directed, takes ownership of work, continuously looks for opportunities to improve processes and customer experiences.
• Highly reliable, organized, and accountable, consistently producing accurate work while managing multiple deadlines and responsibilities.
• Engaging communicator with strong written and verbal communication skills, provides exceptional service to internal and external customers, collaborates effectively with colleagues.
• Positive attitude, sound judgment, strong attention to detail, commitment to public service.
• Spanish proficiency preferred (bilingual language skills in both Spanish and English, including reading, writing, and speaking).
• Experience in an administrative assistant, office coordinator, or similar administrative support role.
• Strong organizational skills and commitment to excellent customer service.