Administrative Support Specialist - Part time

Administrative Support Specialist

This position will work in a collaborative team environment and will help coordinate meetings, schedule and training logistics for staff, including City Manager, and multiple Assistant City Managers. This position plays a key role in helping to support our customers, staff and operations across the department.

We're looking for a detail-oriented, adaptable, and customer-focused Administrative Support Specialist to join our City Manager's Office. The ideal candidate enjoys bringing organization and calm to a busy environment and takes pride in helping others make the most of their time. You'll coordinate calendars, prioritize high-value meetings, and navigate scheduling challenges with professionalism, good judgment, and a solution-oriented approach. Strong communication and conflict-resolution skills are important, as is the ability to stay calm and flexible when plans change unexpectedly.

This is a unique opportunity to work closely with other administrative staff to provide exceptional support to executive staff and gain valuable insight into the work of city leadership. We're looking for someone who is proactive, collaborative, resourceful, and comfortable balancing competing priorities while handling sensitive information with discretion and professionalism. Advanced proficiency with Microsoft 365 is essential. If you're organized, enjoy solving problems, and are excited by the opportunity to support a dynamic executive team, we'd love to hear from you!

The following list of functions, duties, and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or department-specific functions, duties, and tasks from those set forth below to address business needs and changing business practices.

• Assists internal and external customers by answering questions and providing information regarding programs, services, policies, and procedures; research, responds to questions, and resolves inquiries; assists customers in the completion of forms.
• 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.
• Retrieves, updates, and maintains information from files and systems. Maintains records and retains documents according to retention procedures.
• Schedules and prioritizes meetings, appointments, and/or events; coordinates and maintains calendars; identifies, assembles, and distributes meeting documents; reserves meeting space and equipment; and coordinates and provides travel arrangements.
• Processes and ensures the timely handling of incoming and outgoing mail. Monitors bulk and general citywide mailings.
• Researches and retrieves information; prepares, updates, and generates reports. Maintains tracking documents or databases. Reviews, monitors, and reconciles information and prepares status updates.
• Assists with special projects, which may include spreadsheet activity tracking, formatting presentations, training of peers or volunteers, participating on committees, and/or updating content on internet webpages.
• Monitors inventory, equipment maintenance needs, and/or office supplies. Research needs and prepares or initiates requisitions to replenish stock or maintain equipment. Processes invoicing and assigns appropriate general ledger account charge information. Initiates a request for equipment maintenance.
• Manages records and information in any format, in accordance with applicable statutes, regulations, and city policies, guidance, and records retention schedules.

Other duties:

• Performs other duties of a similar nature and level as assigned.

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 Guidelines

1. Apply Early: This recruitment will close after the first 150 applications are received.
2. Complete Your Application: Please fill out all sections thoroughly and accurately, as resumes and cover letters will not be reviewed. Your application responses are the primary way we assess your qualifications.
3. Highlight Your Unique Skills: Take time to clearly describe your relevant experience and accomplishments. Thoughtful, detailed responses help us better understand your skills and how they align with the position.
4. Be Authentic: Please ensure your responses reflect your own experience and are written in your own words. We value clear, specific examples that demonstrate your skills and contributions.

Additional Information

Bilingual Incentive Pay Available Employees who can demonstrate the ability to speak Spanish, ASL, or any other language spoken by over 10% of the City residents as documented by the most recent U.S. Census will receive a monthly 3% premium pay. The incentive is paid only on hours in paid status. Proficiency will be determined by a City-administered test. 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.