Administrative Support Specialist na City of Hillsboro, OR

About the Department

Application Limit: To ensure a thorough and efficient review process, this job posting will close after the first 125 applications received.  We encourage you to submit your application as early as possible to secure your chance of being considered for this role. 

Be the Heart of HR — Supporting Our People and Community

Bring your warmth, professionalism, and strong organizational skills to the City of Hillsboro Human Resources Department as our next Administrative Support Specialist. In this highly visible role, you’ll be the first point of contact for employees and visitors—creating a welcoming experience and ensuring that everyone who interacts with HR feels supported, respected, and informed. Your behind-the-scenes work helps keep the department running smoothly and contributes directly to a positive employee experience across the City.
  
This position is ideal for someone who thrives in a dynamic environment, enjoys variety, and takes pride in helping others succeed.

Why Hillsboro?

Located just west of Portland, Hillsboro is one of Oregon’s most innovative and diverse cities. With a growing population, strong economy, and vibrant culture, we balance progress with community values. Our employees embody service excellence, teamwork, and creativity in delivering high-quality programs and services.

About the Human Resources Department

The Human Resources Department partners with all City departments to attract, develop, and support a talented, diverse and engaged workforce. We utilize an equity lens when delivering high-quality service across recruitment and selection, HRIS and leave administration, benefits and wellness, employee and labor relations, risk management and safety, classification and compensation, and learning and development.
 
As an Administrative Support Specialist, you’ll play a key role in ensuring daily operations run smoothly and that employees, residents, and visitors experience HR’s commitment to service and inclusion from their very first interaction.

What You’ll Be Doing

Each day brings a mix of people-focused service, administrative coordination, and engaging employee communication. You’ll help keep the department organized, connected, and responsive to the needs of our workforce, whether it’s greeting visitors, coordinating meetings, supporting Citywide HR initiatives, or maintaining the department’s webpages and employee communications.  This position blends administrative excellence with creativity, offering opportunities to design materials, manage digital content, and shape how employees engage with HR communications.

Customer Service & Communications

• Serve as the welcoming face of HR—greeting visitors, answering inquiries, and connecting employees and community members to the right resources.
• Maintain a professional and welcoming front-desk environment.
• Coordinate and deliver internal HR communications in collaboration with the Chief Human Resources Officer and Communications team.
• Create and format internal communications, flyers, and materials using SharePoint and Adobe InDesign.

Administrative Coordination & Operations

• Coordinate meetings, manage calendars, and assist with scheduling for multiple HR divisions.
• Reconcile purchasing card (P-card) reports, process invoices, and manage supplies and vendor contracts.
• Track and maintain HR records, files, and data systems, ensuring compliance with records-retention schedules.
• Maintain HR’s internal SharePoint site to ensure information is accurate, easy to navigate and up to date.

Programs & Event Support

• Support HR events and activities such as Hillsboro University, the Health & Wellness Fair, employee appreciation programs, and Citywide trainings.
• Provide administrative support for specialized programs such as Healthy Hillsboro, Mindful Hillsboro, TriMet HopPass, and employee ID badge distribution.
• Crosstrain with fellow Administrative Support Specialists to provide seamless front-desk coverage.
• Assist with documenting training participation through the City’s Learning Management System.
• Provide general administrative support for HR projects, programs, and department-wide initiatives.

What We’re Looking For

• Excellent customer-service skills and a genuine passion for helping others.
• Warm, friendly, and professional communication style.
• Ability to multitask and adapt quickly in a busy, service-oriented environment.
• Sound judgment and discretion when handling sensitive or confidential matters.
• Strong time-management and organizational skills with keen attention to detail.
• Proficiency with Microsoft Office 365 (Outlook, Word, Excel, Teams, SharePoint).
• Experience with Adobe InDesign or similar design software preferred.
• Commitment to equity, inclusion, and respectful collaboration.
• Bilingual skills in Spanish/English are highly valued and eligible for incentive pay.

Minimum Qualifications

1. High school diploma or GED; and

2. Three (3) years of related administrative or customer service experience, preferably in a dynamic, public-facing environment; or

3. An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

Preferred but not required: Proficiency with Microsoft Outlook, Teams, Word, Excel, OneDrive, SharePoint, and Adobe Acrobat or InDesign; experience with Adobe Creative Cloud and/or PowerPoint is also beneficial. Bilingual skills in Spanish/English are preferred and highly valued, as they enhance communication with employees and community members.

Other Qualifications

Tentative Recruitment Timeline* 

*Position will close after the first 125 applications received. Timeline subject to change based on City needs.

Why Work For the City of Hillsboro?
At the City of Hillsboro, we’re committed to supporting employees with a comprehensive package of benefits and resources designed to promote health, well-being, and growth.

When you join our team, you’ll enjoy:

• Competitive pay with City contributions to PERS retirement
• Comprehensive medical, dental, and vision coverage
• Paid time off for vacation, personal, sick leave, and holidays 
• Deferred compensation match and HRA VEBA contributions to boost your future savings
• City-paid life, AD&D, and long-term disability insurance
• Extra perks like bilingual pay incentives and wellness reimbursements
• Free TriMet annual Hop pass and SHARC and Hidden Creek Community Center recreation access for you and your immediate family
• Paid time off to volunteer in the community through Hillsboro Helps
• Ongoing professional development and training opportunities
• A supportive workplace that values work/life balance and employee wellness

To learn more about our robust benefits package, please visit our Benefits Page.

Bilingual Incentive Pay Available
Employees who can demonstrate the ability to speak Spanish, or any language spoken by over ten percent (10%) of City residents as documented by the most recent U.S. Census, at a proficiency level determined by a fluency test administered by the City, will receive a monthly premium of three percent (3%) of their regular base pay.
 
Anticipated Work Schedule
Monday – Friday, 8:00 AM – 5:00 PM, onsite at the Hillsboro Civic Center. As this role involves direct interaction at the front desk with employees and guests, hybrid or remote work options are not available.
 
Application Guidelines

1. Apply Early: This recruitment will close after the first 125 applications are received. Once that limit is reached, we will be unable to accept additional submissions—so early application is strongly encouraged.
2. Complete Your Application: Ensure all sections are filled out thoroughly and accurately to provide the most complete picture of your qualifications.
3. Highlight Your Unique Skills: Showcase your relevant experience and what makes you a highly qualified candidate for the position. Thoughtful, detailed responses help us better understand your skills and strengths.

Commitment to Equity

At the City of Hillsboro, we believe that hiring a workforce that reflects the diverse community we serve is essential to delivering exceptional City services and programs. The City of Hillsboro is committed to creating and supporting an inclusive and welcoming environment for all employees to thrive. We value, respect, and empower employees as unique individuals with authentic voices and diverse ideas.