Administrative Support Specialist- Multiple Opportunities

About This Opportunity
The City of Hillsboro is actively recruiting for two (2) motivated and customer service oriented Administrative Support Specialists within the Administration Division of the Economic and Community Development (ECD) Department. Both candidates will be embedded in the Administrative Support Team, one primarily focused on the Economic Development Division, while the other on Archiving and Records Retention.

The Administrative Support Specialists will work on a broad range of development projects in a fast growing and diverse City. In this role, you will be a key member of a dynamic team committed to providing friendly, professional, and prompt customer service for our internal and external customers. If you thrive in a collaborative environment and have a passion for public service then we want to hear from you!

Primary Duties & Responsibilities

The Administrative Support Specialist assigned to support the Economic Development Division will focus on providing essential support for day-to-day operations, including assisting with reception area duties, and handling general administrative tasks to ensure a smooth workflow within the Economic Development Division.

The Administrative Support Specialist assigned to archiving will provide support for day-to-day operations, but will be primarily focused on archiving and records management efforts for the department, as well as assisting with public records requests.

Administrative Support Specialist – Economic Development

• Assists internal and external customers by answering questions and providing information regarding programs, services, policies, and procedures; research, responds to questions, and resolves inquiries; assists customers in the completion of forms.

• Provides specialized administrative support, including preparing agendas and meeting minutes; reviewing and processing documents, purchase orders, and invoices; reviewing and screening correspondence, billing information, permits, licenses, and other documents; preparing correspondence, marketing materials, event notices, newsletters, maps, and other documents.

• Retrieves, updates, and maintains information from files and systems. Maintains records and retains documents according to retention procedures.

• Schedules and prioritizes meetings, appointments, and/or events; coordinates and maintains calendars; identifies, assembles, and distributes meeting documents; reserves meeting space and equipment; and coordinates and provides travel arrangements.

• Processes and ensures the timely handling of incoming and outgoing mail. Monitors bulk and general citywide mailings.

• Researches and retrieves information; prepares, updates, and generates reports. Maintains tracking documents or databases. Reviews, monitors, and reconciles information and prepares status updates.

• Assists with special projects, which may include spreadsheet activity tracking, formatting presentations, training of peers or volunteers, participating on committees, and/or updating content on internet webpages.

• Monitors inventory, equipment maintenance needs, and/or office supplies. Research needs and prepares or initiates requisitions to replenish stock or maintain equipment. Processes invoicing and assigns appropriate general ledger account charge information. Initiates a request for equipment maintenance.

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

Administrative Support Specialist – Archiving

• Assists internal and external customers by answering questions and providing information regarding programs, services, policies and procedures; researches, responds to questions and resolves inquiries; assists customers in the completion of forms; and provides guidance in assigned area of responsibility.

• Provides specialized administrative support, including scanning and archiving of Department records.

• Serves the Permit Center reception area on a regular and rotating basis by answering telephones and greeting customers.

• Retrieves, updates, and maintains information from files and systems. Maintains records and retains documents according to retention procedures.

• Receives and responds to public records requests.

• Performs other duties of a similar nature and level as assigned.

• Support the completion of Department’s archiving projects.

• Serve as one of the Department’s representative on the City’s new Records & Information Management Community of Practice.

Successful Candidates Will Have:

• Highly organized and detail-oriented skills with thorough follow through.

• The ability to work both independently and collaboratively as part of a team.

• Experience engaging with the public.

• Customer service-oriented with positive and effective written and verbal communication skills.

• The ability to provide professional, positive and friendly customer service.

• Strong abilities in schedule coordination and communication with interagency. partners and working within established relationships between professional staff and internal and external partners.

• Proficiency in Microsoft Office software such as Word, Excel, and PowerPoint.

• Proficiency in Adobe Acrobat and experienced in editing of PDF documents.

• Experience in editing, formatting documents and presentation materials.

• Experience in research and data compilation and generation of reports.

• The ability to facilitate the virtual operation of complex public meetings and open houses

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Acceptable Experience and Training
High School Diploma or GED and 3 years office or customer service experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Licensing/Certifications
Depending on assignment, some positions may require:

• Valid Driver's License and safe driving record.