Administrative Services Receptionist

City of Milwaukie • City Hall, OR

17h • Onsite

About The Position

Join Our Team: City Hall Reception & Administrative Support Are you a warm, organized, and resourceful professional with a passion for public service? The City of Milwaukie is looking for a community-focused individual to serve as the primary support presence at our City Hall front desk. In this vital role, you will be more than just a receptionist; you are the face and voice of the city. You will be the first point of contact for our community members, helping them navigate city services while providing compassionate, efficient, and solution-oriented support. To learn more about working for the wonderful City of Milwaukie, please visit the Careers and Culture pages.

Requirements

• At least 1 year of administrative, clerical, or customer service experience.
• High School diploma or GED.
• Intermediate to advanced skills in Microsoft Office (Word, Excel, Outlook, Access).
• Comfortable learning new software and maintaining filing systems.
• Comfortable dealing with ambiguity, can manage multiple tasks simultaneously without losing attention to detail, and have a strong public service mindset.
• Ability to achieve Criminal Justice Information System (CJIS) clearance within 30 days of hire.
• Ability to obtain certification as a Notary Public in the State of Oregon within 6 months.
• Must possess or be able to obtain a valid driver’s license or alternate means of transportation.

Nice To Haves

• Work exceptionally well independently but also value collaboration and contributing to a positive team culture.

Responsibilities

• Serve as our primary public-facing representative.
• Welcome visitors, manage a multi-line phone system, and oversee shared email communications with efficiency and professionalism.
• Listen to community members’ needs and accurately connect them to the right departments—whether it’s utility billing, municipal court, community development, the finance team, or administration.
• Help community members who may be experiencing frustration or financial hardship. You will use active listening, tact, and de-escalation strategies to turn tense moments into positive, supportive interactions.
• Handle payments for city services (utilities, court, development), process mail, manage room and vehicle reservations, and coordinate with third-party vendors to keep our office equipment running flawlessly.
• Enter and maintain accurate records across court, utility, building, and parking permit databases, ensuring high data integrity and compliance with records retention laws.

Benefits

• Bilingual Premium: Employees who are fluent in English and either Spanish or Russian, verified by a third-party assessment, are eligible for 3% incentive pay.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED