Administrative Assistant - Public Works

Application Limit: This recruitment will close after the first 50 completed applications are received. We encourage you to apply as soon as possible to be considered.

Do you enjoy bringing order to complex projects and take pride in detailed, meaningful work? Join the City of Hillsboro's Public Works Department and play an important role in preserving the City's records for future generations. This temporary, part-time opportunity offers the chance to build valuable government experience while contributing to a department-wide Records Information Management (RIM) project that will have a lasting impact.

About the Public Works Department

The Public Works Department provides the essential services and infrastructure that keep Hillsboro running every day. As part of our collaborative administrative team, you'll support a major Records Information Management (RIM) initiative focused on organizing, digitizing, and archiving important Public Works records. Your work will help improve access to information, ensure compliance with records retention requirements, and support efficient City operations.

Position Overview & Key Responsibilities

The Administrative Assistant is a temporary, limited-duration, part-time position working approximately 12 hours per week. Reporting to the Administrative Support Supervisor. While the work is project-based, the position also provides administrative support consistent with the City's Administrative Assistant classification.

This role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage changing priorities while handling confidential information. The successful candidate will work both independently and collaboratively to support a department-wide initiative that improves access to records, ensures compliance with records retention requirements, and enhances operational efficiency.

Examples of Essential Work

What You'll Spend Time Doing

• Support records management, digitization, inventory, and archiving projects.
• Organize and maintain records and documentation in both paper and electronic formats.
• Scan paper files and CDs into the City's electronic records management system and verify the accuracy and completeness of electronic records.
• Prepare records for storage by labeling, boxing, organizing, and maintaining archive materials.
• Accurately catalog historical Public Works records.
• Transport archive boxes between the Public Works facility and the Civic Center using a City vehicle.
• Retrieve, update, and maintain information from files and electronic systems.
• Collaborate with Public Works staff and Information Services to support project goals and departmental needs.
• Protect confidential and sensitive information while working in an active administrative office environment.
• Perform other administrative support duties of a similar nature as assigned.

Current & Upcoming Projects

• Support the department's Records Information Management (RIM) project.
• Help organize, digitize, inventory, and archive Public Works records.
• Contribute to the department's goal of completing records organization, digitization, and archiving.

Acceptable Experience and Training

What You'll Need to Succeed

You'll thrive in this role if you enjoy organizing information, solving problems, and working on projects that require accuracy and attention to detail.

We're looking for someone who:

• Is highly organized and enjoys creating order from large volumes of information.
• Pays close attention to detail and produces accurate work.
• Can prioritize tasks and adapt as project needs change.
• Works well independently while contributing to a collaborative team environment.
• Maintains confidentiality and exercises sound judgment when handling sensitive records.
• Is comfortable using computers and learning new technology; experience with databases or electronic document management systems is helpful.
• Takes initiative, communicates effectively, and enjoys working with others to accomplish shared goals.
• Can remain focused in a busy office environment with occasional interruptions.

Job Classification

For more details, please click on the link for job classification description:

Administrative Assistant Job Classification

Acceptable Experience & Training

Minimum Qualifications

• High School Diploma or GED and some related work experience; or

• Any equivalent combination of education, training, and experience sufficient to successfully perform the essential duties of the position.

Licenses & Certifications

• Valid driver's license and safe driving record required.

Additional Information

Work Environment & Schedule

• Temporary, limited-duration position anticipated to last approximately three months, with the possibility of extension based on project needs.
• Approximately 12 hours per week, typically 4 hours per day, 3 days per week.
• Flexible scheduling is available in coordination with the supervisor.
• Primarily works in the Public Works administrative offices in a collaborative, active work environment.
• Regular travel between the Public Works facility and the Civic Center is required using a City vehicle.
• Position requires organizing, lifting, boxing, and transporting records and archive materials.
• Physical activity may include lifting and moving boxes, organizing materials, and working in various office and storage environments.
• Works with confidential records and information daily.

Why This Opportunity is Unique

This position offers a unique opportunity to gain valuable local government experience while contributing to a significant department-wide initiative. You'll work alongside a supportive and collaborative team, develop records management and administrative skills, and play an important role in preserving Public Works information for future use. It's an excellent opportunity for someone looking to build experience, expand their skills, and get their foot in the door with the City of Hillsboro.

Why Join Us

Working for the City of Hillsboro means being part of a team that values community, inclusion, and meaningful public service. You’ll have the opportunity to make a direct impact by helping people connect with nature and each other.

We are committed to building a workforce that reflects the community we serve and creating an environment where all employees feel welcomed and supported.

Application Guidelines

• Apply Early: This recruitment will close after the first 50 completed applications are received. We encourage you to apply as soon as possible to be considered.

• Complete Your Application: Please fill out all sections thoroughly and accurately, as resumes and cover letters will not be reviewed. Your application responses are the primary way we assess your qualifications.
• Highlight Your Unique Skills: Take time to clearly describe your relevant experience and accomplishments. Thoughtful, detailed responses help us better understand your skills and how they align with the position.
• Be Authentic: Please ensure your responses reflect your own experience and are written in your own words. We value clear, specific examples that demonstrate your skills and contributions.

Anticipated Recruitment Timeline*

Application Opens: Monday, July 27, 2026

Application Closes: Sunday, August 2 (or upon receipt of the first 50 completed applications, whichever occurs first).

Application Review: Week of August 10

Timeline subject to change based on operational needs.

Why Work For the City of Hillsboro?

At the City of Hillsboro, we value innovation, inclusion, and collaboration. Our culture encourages professional growth and supports employees who are passionate about making a difference in their community. You’ll find meaningful work, great people, and opportunities to grow your career in public service. 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, ASL, or any other language spoken by over 10% of the City residents as documented by the most recent U.S. Census, will receive a monthly 3% premium pay. The incentive is only paid on hours in paid status. Proficiency will be determined by a City-administered test.

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.