UF Field Operations Support Administrative Specialist II - CPPW - Limited Term

City of Portland; Portland (OR); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Language Pay Differential

Union CPPW representation

Hybrid work arrangement

Job summary

The City of Portland Urban Forestry team seeks an Administrative Specialist II – UF Field Operations Support. This role coordinates and quality-controls administrative work behind tree planting, establishment, and street tree care contracts, processing invoices, and maintaining audit-ready records.

You will collaborate with planting and care teams, develop SOPs, and ensure schedules align with seasonal windows to keep field operations on track. Proactive, independent work is essential.

Qualifications

• Experience managing complex administrative workflows across multiple deadlines and 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/tracking tools.
• Clear and professional communication 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.

Responsibilities

• Create and maintain documentation systems meeting procurement, compliance, and operational requirements.
• Develop and roll out standard operating procedures for invoice and documentation processes and train staff.
• Review contractor invoices and supporting docs for accuracy and compliance; resolve discrepancies.
• Process invoices for tree care contractors and create purchase requisitions in SAP.
• Resolve documentation issues by assessing submissions and clearing workflow obstacles.
• Track multi-stage service requests and contractor milestones; verify data and maintain version control.
• Monitor deadlines and integrate procurement updates into administrative workflows for compliance.
• Coordinate meetings and contractor trainings, including agendas and follow-up actions.
• Support day-to-day team operations by organizing shared drives and materials.

Skills

Administrative workflows

Invoice processing

Document management

Contract workflows

Communication

Workflow tools

Tools

SAP

Job description

Job Appointment: Full-time, Limited Duration. This position will be appointed for a limited duration – limited duration positions cannot exceed two years; however, the Bureau intends to convert this to a regular position within the calendar year.
Work Schedule: Monday - Friday, 7:00 AM - 3:30 PM.
Work Location: Hybrid - In-person work to be conducted at 10910 N Denver Ave. Portland, OR. Remote work must be performed within Oregon or Washington. For more information, click here.

Benefits:Please check our benefits tab for an overview of benefits for this position.

Language Pay Premium Eligible:This position may be eligible for Language Pay Differential for qualifying employees.

Union Representation:This classification is represented by CPPW. To view current labor agreements, please visit here.

Position Summary

Urban Forestry seeks to fill an Administrative Specialist II – UF Field Operations Support position. This role serves as the central coordination and quality control point for the administrative work behind Portland’s tree planting, establishment, and street tree care contracts. You’ll process, track, and verify contractor invoices and documentation; resolve documentation and compliance issues with tree care contractors; and build the systems (templates, checklists, logs, and standard operating procedures) that keep records audit-ready and field work on schedule. Because planting and tree care must happen within strict seasonal windows, your accuracy and follow-through directly help Urban Forestry make the most of every season. The role requires the ability to work independently and proactively to keep work processes on track and documentation up to date. You will work closely with the planting and tree care teams within Urban Forestry, enabling Analysts and Supervisors to focus on higher-level contracting support and operational decision-making.

What you’ll do

• 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.

Virtual Meet & Greet Opportunity

Meet the hiring manager and the senior recruiter to learn more about this position, how to apply, and what it's like to work

Topic: Meet and Greet: Administrative Specialist II

Time: Oct 22, 2026, 12:00 PM Pacific Time (US and Canada)

Join Zoom Meeting: https://us06web.zoom.us/j/88322496739

(Note: Al Notetaking apps are not permitted. If you need ADA accommodations, please contact the recruiter below.)

About Urban Forestry and Portland’s Forest

Urban Forestry cares for our vibrant and diverse urban forest—the 1.2 million trees in parks and natural areas, 333,000 street trees, and 2.9 million trees on private property. Valued at $9.5 billion, Portland's trees are critical city infrastructure. Urban Forestry protects and grows this shared asset through tree planting and care, education, volunteer stewardship, and community partnerships—with research, data, and community feedback guiding our programs and services. Our work is informed by the Portland Urban Forest Plan, which provides a roadmap for protecting, expanding, and caring for Portland's trees. We are proud of our long history protecting this vital asset, reflected in the City’s nearly 50-year recognition as a Tree City USA, our designation as a Tree City of the World, and our accreditation for urban forestry excellence by the Urban and Community Forestry Society.

About the Bureau

Portland Parks & Recreation (PP&R) is committed to the overall Citywide vision that race will have no detrimental effect on people of color, refugees, and immigrant communities in accessing our parks and natural areas, or from the benefit of our services. We recognize, understand, and encourage celebration of the differences that surround us. Diversity and equity are vital to PP&R’s ideals and values. The City of Portland, Oregon, is a growing and diverse city of 650,000 residents, nearly 20% of whom speak languages other than English at home. PP&R values a diverse workforce and seeks ways to promote equity and inclusion within the organization and with the public. PP&R encourages applications from candidates with knowledge, ability, and experience working with a broad range of individuals and communities with diverse racial, ethnic, and socio-economic backgrounds. Although not required, PP&R encourages candidates who can fluently speak another language to include that information in their application materials. Multilingual candidates are encouraged to apply.

Applicants must describe in their supplemental question responses and résumé how their education, training, work experience and/or lived experience meets each of the following minimum qualifications:

1. Experience managing complex administrative workflows, including organizing documentation, tracking multiple deadlines, and maintaining accurate, well-organized records.
2. Experience reviewing documents, invoices, or data for accuracy and compliance, including identifying and resolving discrepancies.
3. Knowledge of contract workflows and invoice processing, or the ability to learn these quickly.
4. Experienceusing document management systems, shared drives, and workflow or tracking tools to create and maintain accessible, audit-ready records.
5. Ability to communicate clearly and professionally, orally and in writing, with technical staff, contractors, and cross-department partners, including writing procedures and training others on new processes.
6. Ability to understand seasonal and operational priorities in natural resource, environmental, landscape, or tree care field operations settings.

Although not required you may have one or more of the following:

• Experience working in natural resource, environmental, landscape, or tree care field operations.
• Experience creating purchase requisitions and processing invoices in SAP or a similar financial system.

What to Expect

1. Application Review - (Week of October 26): We'll review your application materials to ensure you meet the minimum qualifications listed above.
2. Notice/Feedback - (Early November):You will receive an email when the minimum qualification review is complete. If you disagree with the evaluation results, you may request a review within 14 days of the email notice, per City Administrative Rule 3.01.
3. Selection Process - (Mid to Late November): The hiring bureau will review qualified applications, conduct interviews, and check references.
4. Conditional Job Offer - (Early December):Final candidates may undergo a background or driving record check, depending on the position.

Learn More About:

• How to Apply Videos and Workshops
• City of Portland Core Values
• HRAR-3.01 - Recruitment Processes
• Veteran Preference Information
• Total Compensation and Benefits
• Language Pay Differential Eligibility

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!

If you have questions about this recruitment or need assistance, contact:

Amanda Hillebrecht, Senior Recruiter

[e-mail]

Bureau of Human Resources