Administrative Support Specialist

City of Hillsboro•Or 97124, OR

3d•Onsite

About The Position

The Parks & Recreation administration office is a central point of connection for community members, employees, and the programs and services the department provides. The Administrative Support Specialist helps keep that connection responsive and organized through reliable customer service, facility-rental coordination, registration support, and daily administrative operations. The Administrative Support Specialist provides front-desk and administrative support at the Parks & Recreation administration office. This position assists customers in person and by phone, processes registrations and payments, manages community rentals at River House, and helps people access Parks & Recreation programs and services. The position also supports employees throughout the department by coordinating operational needs, preparing materials, maintaining records, entering facility work orders, assisting with internal events and special projects, and serving as a resource for front-desk staff and new employees. Success in this role requires dependable follow-through, sound judgment, and the ability to shift priorities while maintaining accurate and responsive service.

Requirements

Excellent customer service skills and the ability to work effectively with people from a wide range of backgrounds.
Clear, professional, and constructive communication in person, by phone, and in writing.
Strong organization, attention to detail, and accuracy while managing multiple priorities.
Dependability and readiness to open the office and begin serving the public at 8 a.m.
Sound judgment, professional discretion, and the ability to maintain appropriate customer-service boundaries.
Initiative in researching unfamiliar questions, identifying reliable resources, and following through with customers and coworkers.
A collaborative work style and the ability to build productive relationships across the department and the City.
Strong working knowledge of Microsoft Word, Excel, Outlook, and Teams, along with experience using Adobe products.
Experience handling payments, balancing transactions, or completing related cashiering duties.
Experience helping coworkers learn procedures, systems, or customer-service expectations.
High school diploma or GED; and three years of related experience in office or customer service; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job, such as those listed above.
Valid, current driver’s license and safe driving record.

Nice To Haves

Experience using ActiveNet or a comparable recreation registration and facility-reservation system is preferred but not required.
Spanish-language skills are also preferred but are not required for consideration.

Responsibilities

Open the administration office for public service each morning and provide front-desk and telephone coverage throughout the day.
Assist customers with questions about Parks & Recreation programs, services, registrations, accounts, policies, and procedures.
Manage the River House rental process, including monitoring the rental inbox, preparing permits for electronic signature, collecting payments, running reports, confirming final details with renters, and hosting a monthly open house.
Process registrations for activities, adult sports, after-school programs, and other recreation offerings.
Receive and review paper registrations and financial-assistance applications for completeness and accurate processing.
Process payments, apply payments to customer accounts, and prepare daily deposits.
Prepare mail and materials for the City’s courier route and communicate relevant information to staff.
Support department programs by preparing supplies, printing materials, and completing other administrative tasks.
Enter facility work orders and coordinate follow-up information.
Provide backup support for leadership calendars, Parks & Recreation Commission meetings, department recruitment activities, and internal staff events.
Assist with onboarding and training new employees using established procedures and training resources.
Serve as a day-to-day resource for front-desk staff by answering questions, sharing information, and helping support consistent customer service.
Maintain accurate records, databases, reports, and other administrative information.

Benefits

Competitive pay with City contributions to PERS retirement.
Comprehensive medical, dental, and vision coverage.
Paid time off for vacation, personal leave, sick leave, and holidays.
Deferred compensation match and HRA VEBA contributions to support your future savings.
City-paid life, AD&D, and long-term disability insurance.
Additional benefits such as bilingual pay incentives and wellness reimbursements.
A free annual TriMet Hop pass.
Free SHARC and Hidden Creek Community Center recreation access for you and your immediate family.
Paid time 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.