Administrative Specialist (variable hour)

Oregon Metro; Portland (OR); Hybrid; USD 55,000 - 74,000; Part time

Job summary

Oregon Metro is seeking an Administrative Specialist to support procurement and contracting functions on a 20-hour-per-week basis. You will coordinate contract documents, assist with public records requests, and help maintain ERP vendor data while providing professional service to internal and external stakeholders.

The role emphasizes attention to detail, strong communication, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• High School Diploma or GED; and
• Two years of administrative, customer service and problem solving; or
• We will consider any combination of experience and education that provides the knowledge, skills and abilities required to perform the duties of the position.

Responsibilities

• Help maintain accurate and organized contracting records by reviewing, verifying, and archiving important procurement documents.
• Support transparency and public access to information by processing public document requests in a timely and efficient manner.
• Serve as a helpful resource by monitoring and responding to inquiries from community members and the general public.
• Assist with supplier onboarding by entering new vendors into Metro's ERP system and verifying supplier information for accuracy.
• Contribute to the team's success by supporting a variety of administrative projects and responsibilities as business needs arise.

Skills

Customer service

Attention to detail

Communication

Time management

Problem solving

Discretion

Organizational skills

Team collaboration

Education

High School Diploma or GED

Two years administrative experience

Tools

ERP system

Microsoft Word

Microsoft Excel

Job description

This recruitment will close at 11:59 PM on September 16, 2026, or once 100 applications have been received, whichever occurs first. Qualified applicants are strongly encouraged to apply as early as possible to ensure consideration.

Hello, we're Metro! Metro is dedicated to shaping a better future for the greater Portland region. The work the people of Metro do every day benefits the lives of the people who live here, today, and tomorrow.

Metro's Procurement Services team is hiring an Administrative Specialist to support a variety of procurement and contracting functions for 20 hours per week. You'll help keep important processes running smoothly by coordinating contract-related documents, supporting internal customers, and ensuring information flows efficiently across departments. If you enjoy detail-oriented work, collaboration, and providing outstanding service, we'd love to hear from you.

This position is classified as variable hour. Variable-hour employees may work up to 1,040 hours per year.

As the Administrative Specialist, you will:

• Help maintain accurate and organized contracting records by reviewing, verifying, and archiving important procurement documents.
• Support transparency and public access to information by processing public document requests in a timely and efficient manner.
• Serve as a helpful resource by monitoring and responding to inquiries from community members and the general public.
• Assist with supplier onboarding by entering new vendors into Metro's ERP system and verifying supplier information for accuracy.
• Contribute to the team's success by supporting a variety of administrative projects and responsibilities as business needs arise.

Attributes for success:

• Knowledge of general administrative and office support practices and procedures.
• Demonstrated critical thinking and problem-solving skills.
• Ability to work effectively in a fast-paced environment while managing multiple priorities and meeting deadlines.
• Strong customer service skills with a commitment to responsive and professional service.
• Excellent verbal and written communication skills.
• Ability to maintain sensitive and confidential information with discretion and professionalism.
• Intermediate proficiency in Microsoft Word and Excel.
• Strong organizational skills and attention to detail.
• Ability to establish and maintain effective working relationships with diverse internal and external stakeholders.

DIVERSITY AND INCLUSION

At Metro, we strive to cultivate diversity, advance equity, and practice inclusion in all of its work. This means attracting and empowering a workforce that is inclusive of a broad range of human qualities. Workplace diversity is both a moral imperative and a business strength, essential to providing quality support and services to our region. Metro’s goal is to hire, develop and retain highly skilled and talented individuals across all departments and programs who best reflect the diversity of our community.

Learn more about how Metro is advancing diversity

TO QUALIFY

We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific in your application materials on how your background is relevant.

Minimum qualifications

• High School Diploma or GED; and
• Two years of administrative, customer service and problem solving; or
• We will consider any combination of experience and education that provides the knowledge, skills and abilities required to perform the duties of the position.

Required:

• The candidate selected for the position will need to pass a criminal background check prior to being hired. Criminal convictions do not necessarily preclude employment and will be evaluated on a case-by-case basis.

Work Schedule: This flexible, variable-hour position offers the opportunity to create a work schedule that fits your personal commitments while making a meaningful contribution to Metro's Procurement Services team. You'll work up to 20 hours per week during regular business hours (Monday through Friday), with a schedule you help define and no evening work required.

This position is designed as a one-year assignment. While we anticipate the assignment lasting up to one year, the full term is not guaranteed, and any extension beyond the initial assignment period would be based on organizational needs.

Variable-hour positions are limited to 1,040 hours worked within a 12-month period.

If this statement is true for you, then you may be ineligible to apply

If you were terminated for cause during any employment with Metro, or resigned in lieu of termination, you may be ineligible for rehire for a minimum of 3 years.

Hybrid Telework

This position is designated as hybrid telework. You will be required to work onsite and at times have the option to work away from your assigned work location. The specific schedule and balance of onsite and telework will be discussed with the hiring manager at the time of offer. Employees must reside in Oregon or Washington to work at Metro. Please note, the designation of hybrid telework may be subject to change at a future time.

Like to have qualifications:

• Previous experience working with an ERP (Enterprise Resource Planning system)
• Experience maintaining complex records and document management systems with a high level of accuracy.
• Experience processing public records requests or working with confidential and sensitive information.
• Proficiency with Microsoft Office Suite
• Experience working for a government agency

SCREENING AND EVALUATION

The application packet: The application packet consists of the following required documents. Please ensure that you upload these documents in your online application. Make sure your application is complete, missing any part of these items could result in an incomplete application and will not be moved forward in the recruitment.

• A completed online application
• Responses to supplemental questions

The selection process: We expect to evaluate candidates for this recruitment as follows. The selection process is subject to change.

• Initial review of minimum qualifications
• In-depth evaluation of application materials to identify the most qualified candidates
• Consideration of top candidates/interviews
• Testing/assessments (if applicable)
• Reference check
• Background for finalist candidate

COMPENSATION AND REPRESENTATON

The full-salary range for this position is step 1: $26.44 per hour to step 7: $35.43 per hour. However, unless a candidate’s qualifications justify, based on the Oregon Pay Equity Act requirementsand Metro’s internal equity review process, the appointment will likely be made between step 1: $26.44 per hour to the equity range step 3: $ 29.15 per hour.

This position is eligible for overtime and is not represented by a union. It is classified as an Administrative Specialist II.

Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions.

Equal employment opportunity

All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity and expression, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.

Non-discrimination in hiring decisions

Metro is committed to equal employment opportunity and complies with all applicable federal, state, and local civil rights laws. Metro employment decisions - including recruitment, screening, interviewing, selection, promotion, compensation, and separation – must not discriminate based on race, color, national origin, ethnicity, religion, sex, sexual orientation, gender identity, disability, age, veteran status, or any other protected class.

Veterans' preference

Under Oregon Law, qualified veterans may be eligible for veterans' preference when applying for Metro positions. If you are a veteran and would like to be considered for a veterans' preference for this job, please provide qualifying documents as instructed during the application process.

Pay equity at Metro

No matter who you are or where you work at Metro, you deserve to be paid fairly for the work you do. Every worker must get equal pay for equal work regardless of your gender, race, age, or other protected characteristics.