Administrative Support Specialist

City of Hillsboro; Or; On-site; NOK 389,000 - 602,000; Full time

Benefits offered by this job

Competitive pay

Healthcare benefits

Paid time off

Retirement benefits

Life insurance

Bilingual pay incentive

Free TriMet Hop pass

Public transit benefits

Job summary

City of Hillsboro Parks & Recreation is hiring an Administrative Support Specialist to provide front‑desk and administrative support at the administration office. You will greet visitors, answer phones, process registrations and payments, and help manage the River House rentals.

The role requires reliable follow‑through, strong organizational skills, and the ability to balance multiple tasks. Proficiency with Word, Excel, Outlook, Teams, and Adobe products is expected, along with a professional,

Qualifications

• High school diploma or GED and three years of related office or customer-service experience.
• Experience handling payments and balancing transactions.
• Excellent customer service and communication skills.
• Ability to open the office at 8 a.m. and manage multiple priorities.
• Experience with registration systems is a plus (ActiveNet preferred).

Responsibilities

• Open the administration office for public service each morning and provide front-desk coverage.
• Assist customers with questions about programs, registrations, accounts, policies, and procedures.
• Manage River House rental process, collect payments, and host monthly open houses.

Skills

Front desk

Customer service

Microsoft Word

Excel

Outlook

Teams

Adobe products

Cash handling

Education

High school diploma or GED

Three years of related experience

Tools

Microsoft Word

Excel

Outlook

Teams

Job description

Supporting Parks & Recreation and the Community

The Parks & Recreation administration office is a central point of connection for community members, employees, and the programs and services the department provides. The Administrative Support Specialist helps keep that connection responsive and organized through reliable customer service, facility‑rental coordination, registration support, and daily administrative operations.

Position Overview

The Administrative Support Specialist provides front-desk and administrative support at the Parks & Recreation administration office. This position assists customers in person and by phone, processes registrations and payments, manages community rentals at River House, and helps people access Parks & Recreation programs and services.

The position also supports employees throughout the department by coordinating operational needs, preparing materials, maintaining records, entering facility work orders, assisting with internal events and special projects, and serving as a resource for front-desk staff and new employees. Success in this role requires dependable follow‑through, sound judgment, and the ability to shift priorities while maintaining accurate and responsive service.

What You’ll Be Doing

• Open the administration office for public service each morning and provide front‑desk and telephone coverage throughout the day.
• Assist customers with questions about Parks & Recreation programs, services, registrations, accounts, policies, and procedures.
• Manage the River House rental process, including monitoring the rental inbox, preparing permits for electronic signature, collecting payments, running reports, confirming final details with renters, and hosting a monthly open house.
• Process registrations for activities, adult sports, after‑school programs, and other recreation offerings.
• Receive and review paper registrations and financial‑assistance applications for completeness and accurate processing.
• Process payments, apply payments to customer accounts, and prepare daily deposits.
• Prepare mail and materials for the City’s courier route and communicate relevant information to staff.
• Support department programs by preparing supplies, printing materials, and completing other administrative tasks.
• Enter facility work orders and coordinate follow‑up information.
• Provide backup support for leadership calendars, Parks & Recreation Commission meetings, department recruitment activities, and internal staff events.
• Assist with onboarding and training new employees using established procedures and training resources.
• Serve as a day‑to‑day resource for front‑desk staff by answering questions, sharing information, and helping support consistent customer service.
• Maintain accurate records, databases, reports, and other administrative information.

What You’ll Need to Succeed

The strongest candidates will demonstrate:

• Excellent customer service skills and the ability to work effectively with people from a wide range of backgrounds.
• Clear, professional, and constructive communication in person, by phone, and in writing.
• Strong organization, attention to detail, and accuracy while managing multiple priorities.
• Dependability and readiness to open the office and begin serving the public at 8 a.m.
• Sound judgment, professional discretion, and the ability to maintain appropriate customer‑service boundaries.
• Initiative in researching unfamiliar questions, identifying reliable resources, and following through with customers and coworkers.
• A collaborative work style and the ability to build productive relationships across the department and the City.
• Strong working knowledge of Microsoft Word, Excel, Outlook, and Teams, along with experience using Adobe products.
• Experience handling payments, balancing transactions, or completing related cashiering duties.
• Experience helping coworkers learn procedures, systems, or customer‑service expectations.

Experience using ActiveNet or a comparable recreation registration and facility‑reservation system is preferred but not required. Spanish‑language skills are also preferred but are not required for consideration.

Job Classification

For more details about the duties and requirements of this classification, review the Administrative Support Specialist job classification.

Education and Experience

High school diploma or GED; and three years of related experience in office or customer service; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job, such as those listed above.

License or Certification

• Valid, current driver’s license and safe driving record.

Work Environment and Schedule

• This is a full-time position scheduled to work 40 hours per week.
• The regular schedule is Monday through Friday, 8 a.m. to 5 p.m., with a one‑hour lunch.
• This position works onsite at the Parks & Recreation administration office.
• The position hosts a monthly River House rental open house, generally from 5 to 7 p.m.
• Work is primarily performed in an indoor office environment and involves regular interaction with community members by phone and in person.
• The position may occasionally require lifting or moving items weighing up to 20 pounds, with or without reasonable accommodation.

Why Work for the City of Hillsboro?

In this role, you’ll support Parks & Recreation programs and services that help community members play, connect, learn, and thrive. Your work at the administration office will contribute directly to responsive customer service and reliable department operations.

As a City of Hillsboro employee, you’ll be part of a collaborative public‑service organization that values inclusion, innovation, professional growth, and employee well‑being. We are committed to building a workforce that reflects the community we serve and creating a workplace where employees feel welcomed, supported, and empowered to contribute.

When you join our team, you’ll enjoy:

• Competitive pay with City contributions to PERS retirement.
• Comprehensive medical, dental, and vision coverage.
• Paid time off for vacation, personal leave, sick leave, and holidays.
• Deferred compensation match and HRA VEBA contributions to support your future savings.
• City‑paid life, AD&D, and long‑term disability insurance.
• Additional benefits such as bilingual pay incentives and wellness reimbursements.
• A free annual TriMet Hop pass.
• Free SHARC and Hidden Creek Community Center recreation access for you and your immediate family.
• Paid time to volunteer in the community through Hillsboro Helps.
• Ongoing professional development and training opportunities.
• A supportive workplace that values work‑life balance and employee wellness.

To learn more about our benefits, visit the City of Hillsboro Benefits webpage.

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 only paid 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.