Field Operations Admin Specialist – Tree Care Invoices

City-of-Portland,-Oregon; Portland (OR); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Hybrid work option

Job summary

City of Portland — Urban Forestry seeks an Administrative Specialist II to coordinate administrative work behind tree planting contracts. You’ll process and verify contractor invoices, resolve documentation issues, and build templates, logs, and SOPs to keep records audit-ready and field work on schedule.

You’ll work independently, track deadlines, and collaborate with planting and tree care teams to enable analysts and supervisors to focus on contracting and operational decisions.

Qualifications

• Experience managing complex administrative workflows, including organizing documentation, tracking deadlines, and maintaining accurate records.
• Experience reviewing documents, invoices, or data for accuracy and compliance.
• Knowledge of contract workflows and invoice processing.
• Experience using document management systems, shared drives, and workflow tools to create and maintain accessible, audit-ready records.
• Ability to communicate clearly with technical staff, contractors, and cross-department partners.
• Ability to understand seasonal and operational priorities in natural resource, environmental, landscape, or tree care field operations settings.

Responsibilities

• Create, standardize, and maintain documentation systems, including templates, checklists, logs, folder structures, naming conventions, and audit-ready records that meet procurement, compliance, and operational requirements.
• Develop and maintain standard operating procedures for invoice and documentation processes. Present proposed changes to leadership, manage the rollout of new procedures, and train staff when processes are introduced or change.
• Review contractor invoices and supporting documentation for accuracy and compliance. Resolve discrepancies, ensure proper coding, and maintain fiscal records that support budget monitoring and audits.
• Process all invoices for tree care contractors and create purchase requisitions in SAP.
• Resolve contractor documentation issues by assessing submissions, identifying problems, requesting corrections, and clearing workflow obstacles that affect seasonal field operations.
• Track multi-stage service requests and contractor milestones. Verify data, identify discrepancies, maintain version control across multiple operational teams, and analyze timelines to support Analysts and Supervisors.
• Monitor internal and external deadlines and integrate procurement and policy updates into administrative workflows to keep processes compliant with City requirements.
• Coordinate meetings and contractor trainings, including scheduling, preparing agendas, compiling supporting documentation, reserving spaces, and tracking follow-up actions across operational teams.
• Support day-to-day team operations by organizing shared drives, preparing reference materials, and assisting with team communications.

Skills

Complex administrative workflows

Invoice processing

Contract workflows

Document management systems

Clear communication

Seasonal and operational priorities

Tools

SAP

Job description

City of Portland — Urban Forestry seeks an Administrative Specialist II to coordinate administrative work behind tree planting contracts. You’ll process and verify contractor invoices, resolve documentation issues, and build templates, logs, and SOPs to keep records audit-ready and field work on schedule.

You’ll work independently, track deadlines, and collaborate with planting and tree care teams to enable analysts and supervisors to focus on contracting and operational decisions.