Administrative Support Specialist – Building Division

Application Limit

To ensure a thorough and efficient review process, this job posting will close after the first 150 applications received. We encourage you to apply early to secure your chance of being considered.

Make an Impact at the Front Line of Development in Hillsboro

The City of Hillsboro is seeking an Administrative Support Specialist to support the Building Division within our Economic and Community Development Department. In this role, you’ll be part of a collaborative administrative team that helps keep development projects moving—from initial questions about land use to permits and construction.

This is a highly visible, customer-facing role where you’ll interact daily with residents, contractors, developers, and business owners. If you enjoy helping people navigate complex processes, staying organized in a fast-paced environment, and supporting meaningful work in your community, this could be a great fit.

About the Economic & Community Development Department

The Economic & Community Development Department supports Hillsboro’s growth by guiding development, supporting local businesses, and helping shape a vibrant, livable community.

The Building Division plays a key role in ensuring safe and compliant construction through plan review, permitting, and inspections. This position works closely with division staff and serves as an important connection point between the public and technical teams.

Position Overview

As an Administrative Support Specialist, you’ll provide a mix of customer service and administrative coordination. You’ll rotate at the Permit Center front counter, respond to phone and email inquiries, and support internal operations that keep the division running smoothly.

This role offers a unique opportunity to see the full lifecycle of development projects—from early questions to final approvals—while contributing to a team that supports the community every day.

What You’ll Be Doing

Customer Service & Front Counter Support

• Serve as a primary point of contact at the Permit Center, assisting customers in person, by phone, and via email
• Answer questions related to permits, development processes, and City services
• Connect customers to the appropriate staff or resources to resolve inquiries

Administrative Coordination

• Schedule meetings, coordinate calendars, and prepare materials for division staff
• Support interview scheduling and hiring logistics
• Prepare documents, presentations, and correspondence

Permit & Process Support

• Help maintain records, files, and databases in accordance with retention policies

Travel, Training & Logistics

• Coordinate travel and training arrangements, often for larger groups (5 staff)
• Track expenses and reconcile purchase card (P-Card) transactions

Supplies & Operations Support

• Order and manage office and field supplies, including PPE (e.g., safety gear, hydration supplies)
• Support general office operations and special projects as needed

A Typical Day

This role balances independent work with team coordination. On any given day, you may:

• Rotate at the front counter assisting walk-in customers
• Respond to a high volume of calls and emails (approximately 50 calls/day shared across staff)
• Coordinate meetings or training logistics
• Process documents or reconcile expenses
• Follow up with customers or internal staff to keep work moving forward

Some days are steady, while others are fast-paced and require quick prioritization and adaptability.

What You’ll Need to Succeed

• Strong customer service skills and a professional, approachable demeanor
• Ability to manage multiple priorities and shift between tasks throughout the day
• Strong organization and attention to detail
• Comfort working both independently and as part of a team
• Clear and effective communication skills (written and verbal)
• Experience working with the public, including navigating challenging or frustrated interactions
• Proficiency with Microsoft Office (Word, Excel, Outlook); experience with Adobe Acrobat is a plus

Spanish-English bilingual skills are strongly preferred to support our diverse community and enhance customer service.

For more details, please click on this link for job classification description: Administrative Support Specialist

Acceptable Experience and Training

High school diploma or GED and three (3) years of office or customer service experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

LICENSE(S) / CERTIFICATIONS:

• Valid, current Driver’s License and safe driving record

Additional Information

Work Environment & Schedule

• Onsite position at the Civic Center
• Monday – Friday, 8:00 AM – 5:00 PM
• Primarily office-based work with regular interaction at a public service counter
• Requires frequent communication, computer use, and occasional light lifting

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 150 applications are received.
• Complete your application: Ensure all sections are filled out thoroughly and accurately. Reviewers will only review your application and not your resume or cover letter.
• Highlight your unique skills: Detailed examples help us better understand your relevant experience and how it aligns with this role.

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.

Anticipated Recruitment Timeline

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.

City of Hillsboro is proud to offer robust benefit packages to employees. Please check out our Salary and Benefits page for benefit guides for our non-represented full-time employees and part-time employees. Benefits may vary for positions identified in Police, Fire, and Library collective bargaining agreements, which can also be found on the Salary and Benefits page.