Administrative Support Specialist

Salary: $54,105.00 - $71,198.00 Annually
Location : OR 97123, OR
Job Type: Full Time
Job Number: 2025-102
Department: Public Works
Division: PUBLIC WORKS OPERATIONS
Opening Date: 03/25/2025
Closing Date: 4/6/:59 PM Pacific
Max Number of Applicants: 100

Salary Range: $54,105 - $71,198 annually.
Placement on salary range determined based on relevant experience presented in application materials.
Full-time, non-exempt position plus full benefits package.
About the Position:
The Public Works Department is dedicated to enhancing the quality of life in our community through effective management of public infrastructure, services, and projects. We are committed to fostering a collaborative and supportive environment and are seeking an enthusiastic Administrative Support Specialist to join our team.
We are looking for a detail-oriented and customer-focused Administrative Support Specialist to provide essential support to our Public Works Department. This position will be located on the 1st floor Administrative Office front desk ensuring easy access for residents, and visitors with questions or concerns related to public works services. The successful candidate will also support the Public Works team in various administrative functions.
Responsibilities:

• Provide exceptional customer service both in-person and on the phone to our internal and external customers, creating a welcoming and supportive atmosphere.
• Support field staff members and collaborate with administrative leadership, superintendents, supervisors, and leads to deliver excellent assistance.
• Manage the front counter, handle incoming package deliveries, and ensure conference rooms are ready for tours with all necessary materials prepared.
• Assist in managing clothing orders and inventory, working closely with Superintendents and Coordinators to ensure a seamless process.
• Contribute to upcoming community outreach and events, fostering connections between the Public Works Department and the community.
• Cross-train with administrative staff, gaining knowledge across all Public Works divisions and providing coverage as needed.

To gain further insights into the responsibilities and requirements of the Administrative Support Specialist position, please click on the following link to access the classification description:
Ideal Candidate Profile
This is a fantastic opportunity for someone eager to advance their career within an organization dedicated to supporting both the community and its valued employees. As an ideal candidate, you should possess 2-3 years of administrative experience, with a preference for experience supporting field staff. This position involves direct interaction with the public, making exceptional organizational skills, Microsoft 365 proficiency, and strong written and verbal communication skills imperative.
Work Schedule
Regular hours are onsite, 8:00 AM - 5:00 PM, Monday through Friday.
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.

Licensing and Certifications

• Valid Driver's License and safe driving record.

Application Deadline
The application deadline for this position is Sunday, April 6th, 2025. However, to ensure a thorough and efficient review process, the position will close after the first 100 applications received. We encourage you to submit your application as early as possible to secure your chance to be considered for this role.

Application Guidelines:

1. Apply Early: Submit your application promptly to avoid missing out
2. Complete Your Application: Ensure all sections are filled out thoroughly and accurately.
3. Highlight Your Unique Skills: We encourage you to showcase your relevant experience, and what makes you a great fit for our team.

Additional Information
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.
Commitment to Equity
At the City of Hillsboro, we believe that 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.

The City of Hillsboro recognizes that some applicants, particularly women, people with disabilities, and people of color do not always apply for positions unless they directly meet all the qualifications. We greatly encourage you to apply and welcome applicants from diverse and varied backgrounds. Transferable skills WILL be considered when reviewing applications for meeting minimum qualifications.
City of Hillsboro is proud to offer robust benefit packages to employees. Please check out our for benefit guides for our non-represented full-time employees and part-time employees. Benefits may vary for positions identified in Police, Fire, and Library collective bargaining agreements, which can also be found on the Salary and Benefits page.
01

Please prepare responses to each of the following items. Relevancy of your experience and training will be considered when evaluating responses. Provide as much detail as you believe will fully describe your experience and training. Applications without a cover letter, resume, and supplemental responses will not be considered.Do you understand these requirements?

• Yes
• No

02

Select the one that best describes your ability to communicate in Spanish.

• 0 - No proficiency. This means that knowledge of the language is nonexistent or limited to a few words.
• 1 - Elementary proficiency. Demonstrating this level of fluency means you know how to structure basic sentences, which may include commons questions and answers typically used by tourists.
• 2 - Limited working proficiency. Level two means you're able to have limited social conversations and understand basic commands.
• 3 - Professional working proficiency. Level three means you understand the language well enough to contribute greatly in the workplace, though you may exhibit an obvious accent and need help with advanced terminology.
• 4 - Full professional proficiency. It means that you can have conversations at an advanced level and have a firm understanding of the language, though you may have some misunderstandings or occasional mistakes.
• 5 - Primary fluency / bilingual proficiency. Level five means you are entirely fluent in a language. You were raised speaking the language or have spoken it long enough to become proficient in it. Your accent is either nonexistent or barely recognizable.

03

Please rate your proficiency level with the Microsoft Outlook:On a scale of 1 to 5, with 1 being the lowest and 5 being the highest, please indicate your proficiency level for the Microsoft Outlook.

• 1 (Novice)
• 2 (Basic)
• 3 (Intermediate)
• 4 (Advanced)
• 5 (Expert)

04

Please rate your proficiency level with the Excel:On a scale of 1 to 5, with 1 being the lowest and 5 being the highest, please indicate your proficiency level for the Excel.

• 1 (Novice)
• 2 (Basic)
• 3 (Intermediate)
• 4 (Advanced)
• 5 (Expert)

05

Please rate your proficiency level with the Word:On a scale of 1 to 5, with 1 being the lowest and 5 being the highest, please indicate your proficiency level for the Word.

• 1 (Novice)
• 2 (Basic)
• 3 (Intermediate)
• 4 (Advanced)
• 5 (Expert)

Required Question