Administrative Support Specialist

$51,528 - $67,807 yearly
  • City of Hillsboro
  • 150 East Main Street, Hillsboro, OR, USA
  • May 14, 2024
Full time Administration/Management

Job Description

Placement on the salary range will be determined by relevant experience. This is a full-time, non-exempt position that is eligible for an excellent benefits package.
About This Opportunity
The City of Hillsboro is actively recruiting for a motivated and customer service oriented Administrative Support Specialist within the Economic and Community Development Department - Administration Division to support the Planning Division specifically. The position works on a broad range of development projects in a fast growing and diverse City. In this role, you will be a key member of a dynamic team committed to providing friendly, professional, and prompt customer service to our internal and external customers. If you thrive in working in a fast-paced work environment, contributing to the success of our team and our community by supporting others with your strong administrative skills, then we are looking for you!
The Successful Candidate Will Have:

  • Highly organized and detail-oriented skills with thorough follow through.
  • The ability to work both independently and collaboratively as part of a team.
  • Experience engaging with the public.
  • Positive and effective written and verbal communication skills.
  • The ability to provide professional and friendly customer service.
  • Strong abilities in schedule coordination and communication with interagency partners.
  • The ability to work effectively within established relationships between professional staff and internal and external partners.
  • Proficiency in Microsoft Office software such as Word, Excel, and PowerPoint.
  • Proficiency in Adobe Acrobat and experience in editing of PDF documents.
  • Experience in editing, formatting documents and presentation materials.
  • Experience in research and data compilation and generation of reports.
  • The ability to facilitate the virtual operation of complex public meetings and open houses.
  • Spanish/English bilingual preferred.

Duties & Responsibilities

  • Assists internal and external customers by answering questions and providing information regarding programs, services, policies and procedures; researches, responds to questions and resolves inquiries; assists customers in the completion of forms; and provides guidance in assigned area of responsibility.
  • Provides specialized administrative support, including preparing agendas and meeting minutes; reviewing and processing documents, purchase orders, and invoices; reviewing and screening correspondence, billing information, permits, licenses and other documents; preparing correspondence, marketing materials, event notices, newsletters, maps, and other documents related to assigned areas.
  • Serves the Permit Center reception area on a regular and rotating basis by answering telephones and greeting customers.
  • Retrieves, updates, and maintains information from files and systems. Maintains records and retains documents according to retention procedures.
  • Schedules and prioritizes meetings, appointments, and events; coordinates and maintains calendars; identifies, assembles, and distributes meeting documents; reserves meeting space and equipment; coordinates and provides travel arrangements.
  • Processes and ensures timely handling of incoming and outgoing mail. Monitors bulk and general City-wide mailings.
  • Monitors inventory, equipment maintenance needs, and supplies for assigned area. Researches needs and prepares or initiates requisitions to replenish stock or maintain equipment. Processes invoicing and assigns appropriate general ledger account charge information. Initiates request for equipment maintenance.
  • Researches and retrieves information; prepares, updates, and generates reports. Maintains tracking documents or databases. Reviews, monitors, and reconciles information and prepares status updates.
  • Attends public meetings to provide facilitation of the virtual operation for hybrid meetings. Most of these public meetings occur during evening hours.
  • Performs other duties of a similar nature and level as assigned.

For more information about the duties of this position, read the full classification description here: Administrative Support Specialist

Acceptable Experience and Training
High School Diploma or GED and 3 years office or customer service experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. This position requires a valid driver's license and a safe driving record.

Commitment to Diversity, Equity, and Inclusion
Hiring a workforce that reflects the diverse community we serve is essential to delivering exceptional City services and programs. The City of Hillsboro is committed to creating and supporting an inclusive and welcoming environment for all employees to thrive. We value, respect, and empower employees as unique individuals with authentic voices and diverse ideas.

Bilingual Incentive Pay Available 
Employees who can demonstrate the ability to speak Spanish, or any language spoken by over ten percent (10%) of City residents as documented by the most recent U.S. Census, at a proficiency level determined by a fluency test administered by the City, will receive a monthly premium of three percent (3%) of their regular base pay.