Office Support Specialist II

City of Portland; Oregon (WI); Hybrid; USD 40,000 - 52,000; Full time

Job summary

The City of Portland is looking for an Office Support Specialist II to provide essential administrative support across bureaus. The role requires handling inquiries, organizing records, and coordinating meetings with accuracy and diplomacy.

You will perform duties including phone and email inquiries, data entry, payroll data handling, and document preparation. This hybrid position may require travel for trainings and ensures equitable service to Portland’s diverse community.

Qualifications

• Experience using a variety of office software to compose/format correspondence, create reports, manage scheduling, keep accurate records and/or maintain files.
• Experience receiving a high volume of inquiries by telephone and email, greeting walk-in customers, responding to questions and directing customers.
• Experience reading and explaining rules, regulations and procedures to a diverse community.
• Ability to establish and maintain effective and equitable working relationships with the public and colleagues.
• Ability to work independently and use time management to stay organized in a deadline-driven environment.

Responsibilities

• Greeting visitors and customers
• Answering incoming calls on multi-line phone, directing callers and taking messages
• Responding to inquiries via general email inbox
• Receiving mail or information requests
• Compiling and analyzing payroll or data
• Billing, accounting for cash receipts
• Taking and transcribing meeting minutes and composing complex documents
• Maintaining filing systems
• Developing and maintaining spreadsheets or databases
• Other administrative tasks as assigned

Skills

Office software proficiency

Customer inquiries handling

Rules/regulations communication

Time management

Independent work

Tools

Microsoft Word

Excel

Access

Outlook

Teams

Job description

The City of Portland is recruiting to fill current and future Office Support Specialist II vacancies across the city.

Job Appointment: Full time. This recruitment could be used to fill Regular, Limited Duration, and Temporary appointments.

Work Schedule: Monday - Friday, 8am-5pm. Work hours may vary to meet business needs.

Work Location: Hybrid; Employees are expected work on site 50% of the time, on-site work locations are to be determined. Remote work must be performed within Oregon or Washington.

Union Representation: AFSCME-189. To view current labor agreements, click here.

Starting Pay: Applicants start at the entry rate. If you are an AFSCME-represented employee, see labor agreement or contact your labor representative for additional information.

Position Summary

As an Office Support Specialist II, you will provide administrative support through a range of responsibilities based on the assigned bureau, division and/or unit. Work requires substantial multi-tasking abilities and judgment in analyzing situations and making decisions to select the most appropriate course of action within the established procedures. You may be required to travel and handle training arrangements.

This position may require a high degree of diplomacy when working with customers and confidential or sensitive information. This position will also meet the city’s expectations of providing excellent customer service in an equitable manner to meet the growing needs of the City of Portland's diverse community.

Job Duties

• Greeting visitors and customers
• Answering incoming calls on multi-line telephone, directing callers as appropriate and taking and referring messages
• Responding to inquiries sent to a general email inbox
• Receiving incoming mail or requests for information
• Compiling and analyzing payroll or other data
• Billing, accounting for cash receipts
• Taking and transcribing meeting minutes, composing, typing, and proof-reading complex correspondence and other documents
• Maintaining filing systems
• Developing and maintaining spreadsheets or databases
• Other administrative tasks as assigned

Applicants must demonstrate how their education, training, and experience meet each of the minimum qualifications listed below

1. Experience using a variety of office software to compose/format correspondence, create reports, manage scheduling, keep accurate records and/or maintain files. Examples of software includeMicrosoft Word, Excel, Access, Outlook, and Teams or other similar software.
2. Experience receiving a wide variety and high volume of inquiries by telephone and email from the public, greeting walk-in customers, responding to customer questions and requests, and helping customers by directing them to appropriate staff or offices.
3. Experience reading and explaining rules, regulations and procedures in person, on the phone or in writing to a diverse community.
4. Ability to establish and maintain effective and equitable working relationships with the public, co-workers, and a diverse range of others.
5. Ability to work independently and use effective time management skills to stay organized and maintain accuracy in a deadline driven environment.

Applicants must also posses

• Some positions may require a valid state's driver's license and acceptable driving record.

What to Expect

1. Application Review – (Week of September 14th): We'll review your application materials to ensure you meet the minimum qualifications listed above.
2. Notice/Feedback – (Week of September 21st): You will receive an email when the minimum qualification review is complete. If you disagree with your evaluation results, you may request a review within 14 days of the email notice, per City Administrative Rule 3.01.
3. Selection Process – (Late September): The hiring bureau will review interested and qualified applications, conduct interviews, and check references.
4. Conditional Job Offer – (Mid-October): Final candidates may undergo a background or driving record check.
5. Survey of Interest-As Needed: As future vacancies become available, you will be contacted by HR (via email) with position details, and you can confirm interest in a particular opportunity.

We’re committed to providing a fair, inclusive, and accessible hiring process. If you need assistance with your application or would like to request a reasonable accommodation due to a disability, pregnancy, or religious belief, please contact the recruiter listed below.

Questions? We're here to help!

Contact:

Tamela Ressler, Senior Recruiter

[e-mail]

Bureau of Human Resources