Administrative Support Coordinator

City-of-Hillsboro-1; Hillsboro (OR); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Hillsboro seeks an experienced Water Administrative Coordinator to support the Utilities Commission and Water Department. This role ensures public meeting compliance, prepares agenda materials, verifies quorum, and records minutes.

It also posts online materials, manages virtual meetings, and assists with intergovernmental agreements and contracts with partner agencies. Responsibilities include supervising staff, payroll backup, budgeting support, and preparing monthly reports.

Qualifications

• Associate degree in Business Administration or closely related field; two years of office/customer service experience or equivalent.
• Strong recordkeeping and administrative skills.
• Familiarity with public meeting rules and intergovernmental agreements is a plus.
• Proficient with MS Office and PDF tools; able to manage calendars, agendas, and minutes.

Responsibilities

• Assembles agenda packets and publish public meeting materials in compliance with public meeting laws.
• Takes minutes, tracks quorum, and coordinates meeting logistics and signatures.
• Supervises staff, assigns work, and monitors performance and trainings.
• Tracks intergovernmental agreements and partner contracts, including renewals and revisions.
• Provides backup for payroll, budget tracking, and expense monitoring.
• Supports website updates, staff interviews, onboarding, and monthly reporting.

Education

Associate degree in Business Administration

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

Adobe PDF

Job description

Job Summary

As the Water Administrative Coordinator you will play a key role in supporting the Utilities Commission and the Water Department, and other Board meetings by ensuring compliance with public meeting laws, preparing and publishing agenda materials, verifying quorum, and recording accurate meeting minutes. You’ll also provide website and technical support by posting online materials and managing virtual meeting logistics, and pre‑meetings to enhance overall effectiveness. You’ll assist with tracking and updating intergovernmental agreements and contracts between the City’s Water Department and its partner agencies. In addition, this position supports departmental operations by supervising staff, processing personnel actions, tracking performance reviews and required trainings, serving as a backup for payroll, and assisting the Water Director with special projects, including researching and drafting responses to Board member inquiries.

Primary Duties

• Assembles agenda packets and presentation slide decks, scheduling and publishing public meeting agenda packets in compliance with public meetings laws for multiple public entities. Checks for quorum attendance, makes room and virtual meeting arrangements, takes minutes, and obtains signatures for approved resolutions and action items.


• Serves as lead for staff, including prioritizing and assigning work, providing direction, and evaluating staff.


• Reviews, manages, and maintains calendars for assigned management; schedules, organizes, and prioritizes meetings, appointments, travel, project timelines, and/or events; and makes meeting space and equipment resource arrangements.


• Provides complex, specialized administrative support, which includes identifying, organizing, and/or preparing information and documents for meetings or projects;


• Prepares agendas, reports, notices, forms, and correspondence;


• Attends meetings and takes minutes; screening calls and correspondence;


• Assists with tracking intergovernmental agreements and contracts with partner agencies, including tracking renewal dates, coordinating with staff and partners on document edits, drafting staff memos and slide decks for the respective committee, board, or commission, and document archive.


• Assists with conference registrations and travel arrangements; chairing and/or participating on committees; and performing other related duties.


• Serves as a liaison for the assigned department and management; responds to sensitive requests for information and assistance; provides information regarding applicable rules, policies, and regulations; resolves citizen concerns and complaints; and refers inquiries as appropriate.


• Acts as backup for budget tracking, report preparation, and monitoring of expenditures.


• Oversees and maintains office filing and document retention.


• Serves as back up for processing invoices, assigning appropriate general ledger account charge information, permit refunds, and employee requests for reimbursement.


• Maintains appropriate inventory levels and requisitions supplies within the assigned area of responsibility, monitors equipment maintenance needs and initiates requests for equipment maintenance.


• Manages records and information in any format, in accordance with applicable statutes, regulations, city policies, guidance, and records retention schedules.


• Facilitates and coordinates with employee interviews, onboarding, and other staff changes.


• Gathers, reviews, monitors, and analyzes data and information, identifies, and reports trends, and provides recommendations and prepares monthly reports.

Required Skills

• Positive and effective customer service principles


• Recordkeeping principles


• Mathematical concepts


• Applicable local, state, and federal laws, rules, and regulations


• Budgeting concepts


• Modern office equipment, including computers and related software, including Microsoft Word, Excel, PowerPoint, Outlook and Teams, and Adobe PDF.


• English usage, grammar, punctuation, and spelling

Skills and Abilities

• Relate well, communicate, and work effectively with diverse groups of stakeholders who represent a range of ethnicities, cultural, and socio‑economic backgrounds.


• Engage in growth, learning, and self‑awareness related to diversity, equity, and inclusion.


• Provide positive and effective customer service.


• Manage time, prioritize work and meet datelines.


• Self‑starter who exercises good judgment.


• File, organize, and maintain records and databases.


• Research, compile and reconcile data and information.


• Prepare reports, correspondence and documentation using Microsoft Word, Excel and PowerPoint, and Adobe PDF.


• Maintain calendars.


• Demonstrate attention to detail.


• Handle confidential or sensitive information appropriately.


• Interpret, apply and follow laws, codes, regulations, and policies and procedures.


• Communicate effectively with others, both orally and in writing.


• Public speaking at public meetings.


• Provide training and policy interpretation.


• Prepare and monitor budgets.

Ideal Candidate Traits

• The ideal candidate will have experience and/or training with public meetings rules and intergovernmental agreements, will be detail‑oriented, and exhibit technical skills to prepare documents, spreadsheets, slide decks, emails, website updates, and other documents with minimal errors.


• They will exercise professional judgement, diplomacy, and respect for staff, Commission and Board members, water ratepayers, and members of the public.


• Deadlines, will keep their supervisor and others updated regularly on progress, and will reach out early on when an issue arises, in particular any issues with scheduled public meetings.


• Open to coaching and will plan annual professional development with their supervisor to maintain currency in public laws, City rules, water utility administration, equity, professional skills, and related subjects.


• Comfortable in public meetings and with assisting members of the public, for example with their requests to provide public testimony or to draft a response to a customer's request.


• Candidate will have prior supervision experience and demonstrate skill in assigning and tracking tasks, coaching staff, and maintaining timely personnel records.


• The ideal candidate will have researched the City website to gain familiarity with the City's Mission, Vision, and Values and the Water Department.


• Demonstrated supervisory or lead worker experience, including assigning and prioritizing work, providing guidance and feedback, and supporting staff performance and development.

Projects

• Coordinate with support from the Water team on various monthly and quarterly Commission and Board meetings as well as committee meetings.


• Assist with updating an Intergovernmental Agreements and partner contracts tracking spreadsheet with renewal dates and coordinating revisions and document submittal for approval by the respective board or commission.


• Support the Department's administrative tasks such as submitting complex timesheets, reviewing personnel documents, and coordinating with the Water team to meet deadlines and produce high‑quality reports.

EDUCATION AND EXPERIENCE

Associate’s degree in Business Administration or a closely related field; and two years of office or customer service‑related experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

LICENSE(S) / CERTIFICATIONS

Valid, current Driver’s License and safe driving record