UF Field Operations Support Administrative Specialist II - CPPW - Limited Term

UF Field Operations Support Administrative Specialist II - CPPW - Limited Term

Salary

$77,251.20 - $110,219.20 Annually

Location

Urban Forestry, 10910 N Denver Ave, Portland, OR 97217, OR

Job Type

Limited Duration

Job Number

2026-00928

Bureau

Portland Parks & Recreation

Opening Date

10/19/2026

Closing Date

10/26/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

The Position

Job Appointment: Full-time, Limited Duration. This position will be appointed for a limited duration - limited duration positions cannot exceed two years; however, the Bureau intends to convert this to a regular position within the calendar year.

Work Schedule: Monday - Friday, 7:00 AM - 3:30 PM.

Work Location: Hybrid - In-person work to be conducted at 10910 N Denver Ave. Portland, OR. Remote work must be performed within Oregon or Washington. For more information, click here.

Benefits: Please check our benefits tab for an overview of benefits for this position.

Language Pay Premium Eligible: This position may be eligible for Language Pay Differential for qualifying employees.

Union Representation: This classification is represented by CPPW. To view current labor agreements, please visit here.

Application Material: Please click APPLY to submit your application via the City of Portland's online portal. You will need to respond to the supplemental questions and attach a resume.

Starting Pay: The City of Portland follows the Oregon Equal Pay Act. Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying.

Position Summary:

Urban Forestry seeks to fill an Administrative Specialist II - UF Field Operations Support position. This role serves as the central coordination and quality control point for the administrative work behind Portland's tree planting, establishment, and street tree care contracts. You'll process, track, and verify contractor invoices and documentation; resolve documentation and compliance issues with tree care contractors; and build the systems (templates, checklists, logs, and standard operating procedures) that keep records audit-ready and field work on schedule. Because planting and tree care must happen within strict seasonal windows, your accuracy and follow-through directly help Urban Forestry make the most of every season. The role requires the ability to work independently and proactively to keep work processes on track and documentation up to date. You will work closely with the planting and tree care teams within Urban Forestry, enabling Analysts and Supervisors to focus on higher-level contracting support and operational decision-making.

What you'll do:

• Create, standardize, and maintain documentation systems, including templates, checklists, logs, folder structures, naming conventions, and audit-ready records that meet procurement, compliance, and operational requirements.
• Develop and maintain standard operating procedures for invoice and documentation processes. Present proposed changes to leadership, manage the rollout of new procedures, and train staff when processes are introduced or change.
• Review contractor invoices and supporting documentation for accuracy and compliance. Resolve discrepancies, ensure proper coding, and maintain fiscal records that support budget monitoring and audits.
• Process all invoices for tree care contractors and create purchase requisitions in SAP.
• Resolve contractor documentation issues by assessing submissions, identifying problems, requesting corrections, and clearing workflow obstacles that affect seasonal field operations.
• Track multi-stage service requests and contractor milestones. Verify data, identify discrepancies, maintain version control across multiple operational teams, and analyze timelines to support Analysts and Supervisors.
• Monitor internal and external deadlines and integrate procurement and policy updates into administrative workflows to keep processes compliant with City requirements.
• Coordinate meetings and contractor trainings, including scheduling, preparing agendas, compiling supporting documentation, reserving spaces, and tracking follow-up actions across operational teams.
• Support day-to-day team operations by organizing shared drives, preparing reference materials, and assisting with team communications.

Virtual Meet & Greet Opportunity

Meet the hiring manager and the senior recruiter to learn more about this position, how to apply, and what its like to work

Topic: Meet and Greet: Administrative Specialist II

Time: Oct 22, 2026, 12:00 PM Pacific Time (US and Canada)

Join Zoom Meeting: https://us06web.zoom.us/j/88322496739

(Note: Al Notetaking apps are not permitted. If you need ADA accommodations, please contact the recruiter below.)

About Urban Forestry and Portland's Forest:

Urban Forestry cares for our vibrant and diverse urban forest-the 1.2 million trees in parks and natural areas, 333,000 street trees, and 2.9 million trees on private property. Valued at $9.5 billion, Portlands trees are critical city infrastructure. Urban Forestry protects and grows this shared asset through tree planting and care, education, volunteer stewardship, and community partnerships-with research, data, and community feedback guiding our programs and services. Our work is informed by the Portland Urban Forest Plan, which provides a roadmap for protecting, expanding, and caring for Portlands trees. We are proud of our long history protecting this vital asset, reflected in the City's nearly 50-year recognition as a Tree City USA, our designation as a Tree City of the World, and our accreditation for urban forestry excellence by the Urban and Community Forestry Society.

About the Bureau:

Portland Parks & Recreation (PP&R) is committed to the overall Citywide vision that race will have no detrimental effect on people of color, refugees, and immigrant communities in accessing our parks and natural areas, or from the benefit of our services. We recognize, understand, and encourage celebration of the differences that surround us. Diversity and equity are vital to PP&R's ideals and values. The City of Portland, Oregon, is a growing and diverse city of 650,000 residents, nearly 20% of whom speak languages other than English at home. PP&R values a diverse workforce and seeks ways to promote equity and inclusion within the organization and with the public. PP&R encourages applications from candidates with knowledge, ability, and experience working with a broad range of individuals and communities with diverse racial, ethnic, and socio-economic backgrounds. Although not required, PP&R encourages candidates who can fluently speak another language to include that information in their application materials. Multilingual candidates are encouraged to apply.

To Qualify

Applicants must describe in their supplemental question responses and résumé how their education, training, work experience and/or lived experience meets each of the following minimum qualifications:

• Experience managing complex administrative workflows, including organizing documentation, tracking multiple deadlines, and maintaining accurate, well-organized records.
• Experience reviewing documents, invoices, or data for accuracy and compliance, including identifying and resolving discrepancies.
• Knowledge of contract workflows and invoice processing, or the ability to learn these quickly.
• Experience using document management systems, shared drives, and workflow or tracking tools to create and maintain accessible, audit-ready records.
• Ability to communicate clearly and professionally, orally and in writing, with technical staff, contractors, and cross-department partners, including writing procedures and training others on new processes.
• Ability to understand seasonal and operational priorities in natural resource, environmental, landscape, or tree care field operations settings.

Although not required you may have one or more of the following:

• Experience working in natural resource, environmental, landscape, or tree care field operations.
• Experience creating purchase requisitions and processing invoices in SAP or a similar financial system.

The Recruitment Process

How to Apply:

• Submit your resume and responses to supplemental questions by the closing date.
• (Optional) Submit Veterans' Preference documents, if applicable.

If this is your first time applying with the City of Portland, or if you haven't requested veteran preference before (and would like to now), please attach your DD214-Member 4 and/or VA Benefit Letter to your application. Once we verify your eligibility, we'll record your veteran preference in our system, so it automatically applies to your future applications.

• Click here for application tips for resume, supplemental question response and/or cover letter.

What to Expect

• Application Review - (Week of October 26): Well review your application materials to ensure you meet the minimum qualifications listed above.
• Notice/Feedback - (Early November): You will receive an email when the minimum qualification review is complete. If you disagree with the evaluation results, you may request a review within 14 days of the email notice, per City Administrative Rule 3.01.
• Selection Process - (Mid to Late November): The hiring bureau will review qualified applications, conduct interviews, and check references.
• Conditional Job Offer - (Early December): Final candidates may undergo a background or driving record check, depending on the position.

Additional Information

Learn More About:

• How to Apply Videos and Workshops
• City of Portland Core Values
• HRAR-3.01 - Recruitment Processes
• Veteran Preference Information
• Total Compensation and Benefits
• Language Pay Differential Eligibility

We're committed to providing a fair, inclusive, and accessible hiring process. If you need assistance with your application or would like to request a reasonable accommodation due to a disability, pregnancy, or religious belief, please contact the recruiter listed below.

Questions? Were here to help!

If you have questions about this recruitment or need assistance, contact:

Amanda Hillebrecht, Senior Recruiter

Amanda.Hillebrecht@portlandoregon.gov

Bureau of Human Resources

A Career with the City of Portland offers many Employee Benefits

We offer a comprehensive benefits package, including but not limited to

• Health Care (Medical, Vision and Dental)
• Carrot Fertility
• Wellness Benefits
• Life Insurance
• Long-term disability
• Employee Assistance Plan
• Flexible Spending Accounts
• Retirement
• Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer
• Family Medical Leave
• City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers.

01

Thank you for your interest in joining the City of Portland. We appreciate your time and aim to make your application experience as positive as possible.

The following supplemental questions are an important part of the examination and selection process. Your responses help us determine whether you possess the knowledge, skills, and abilities required for the position.

Please provide complete and thorough answers in the space provided. Incomplete responses may result in disqualification from the examination. Additionally, the selections you make and the information you provide must accurately reflect what is documented in your resume.

Have you read and understood the information listed above?

• Yes
• No - If you have any questions, please contact the recruiter on the announcement.

02

Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)

03

The City of Portland sometimes gets requests for public records. Please choose the response that best fits your preference:

(Your choice will not affect your application process.)

• I want my application to stay private. I understand that the City of Portland will keep my information confidential unless required to share it by law.
• I allow my application to be shared. I understand that by choosing this option, my information is no longer private.

04

Minimum Qualification 1: Please describe your experience managing complex administrative workflows, including organizing documentation, tracking multiple deadlines, and maintaining accurate, well-organized records. (Limit your response to 1-2 paragraphs)

05

Minimum Qualification 2: Please describe your experience reviewing documents, invoices, or data for accuracy and compliance, including identifying and resolving discrepancies. (Limit your response to 1-2 paragraphs)

06

Minimum Qualification 3: Please describe your knowledge of contract workflows and invoice processing, or your ability to learn these quickly. (Limit your response to 1-2 paragraphs)

07

Minimum Qualification 4: Please describe your experience using document management systems, shared drives, and workflow or tracking tools to create and maintain accessible, audit-ready records. (Limit your response to 1-2 paragraphs)

08

Minimum Qualification 5: Please describe your ability to communicate clearly and professionally, orally and in writing, with technical staff, contractors, and cross-department partners, including writing procedures and training others on new processes. (Limit your response to 1-2 paragraphs)

09

Minimum Qualification 6: Please describe your ability to understand seasonal and operational priorities in natural resource, environmental, landscape, or tree care field operations settings. (Limit your response to 1-2 paragraphs)

10

Preferred Qualifications: Although not required for this position, please provide details for any of the following preferred qualifications. Information provided in this section will not be considered during the minimum qualification review.

• Experience working in natural resource, environmental, landscape, or tree care field operations.
• Experience creating purchase requisitions and processing invoices in SAP or a similar financial system.

Required Question

Employer City of Portland

Address 1120 SW 5th Ave, Room 987

Portland, Oregon, 97204

Website http://www.portland.gov/jobs