Office Support Specialist II

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

Office Support Specialist II's perform work in the following bureaus: Environmental Services, Fire and Rescue, Fleet & Facilities, Housing, Office of the Chief Financial Officer, Permitting & Development, Planning and Sustainability, and Transportation.

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 

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 include Microsoft 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.

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

How to Apply:

• Submit your resume and responses to supplemental questions by the closing date.
• (Optional) Submit Veterans’ Preference documents, if applicable. 
   If this is your first time applying with the City of Portland, or if you haven’t requested veteran preference before (and would like to now), please attach your DD214-Member 4 and/or VA Benefit Letter to your application. Once we verify your eligibility, we’ll record your veteran preference in our system, so it automatically applies to your future applications.
• Click here for application tips for resume, supplemental question response and/or cover letter.

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.

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:

Tamela Ressler, Senior Recruiter
[email protected]
Bureau of Human Resources