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Fleet Administrative Specialist (Administrative Specialist II - CPPW)

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Fleet Administrative Specialist (Administrative Specialist II - CPPW)

Salary

$37.14 - $52.99 Hourly

Location

Portland, OR

Job Type

Regular

Job Number

2026-00040

Bureau

Portland Police Bureau

Opening Date

01/12/2026

Closing Date

1/20/2026 11:59 PM Pacific

+ Description

+ Benefits

+ Questions

The Position

Job Appointment: Full time, regular

Work Schedule: Tuesday – Friday, 7:00 – 5:30 PM.

Work Location: This position will work out of the Kelly Building, 4735 E Burnside Portland, OR.

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

Union Representation: This classification is represented by the City of Portland Professional Workers, CPPW collective bargaining agreement. You can view the labor agreement here: Current City Labor Agreements (https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements) .

Language Pay Premium Eligible: This position is or may be eligible for Language Pay Differential (https://www.portland.gov/bhr/class-comp/language-pay-differential-overview) for qualifying employees.

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

Position Summary:

The Fleet Program at the Portland Police Bureau (PPB) provides the leadership and strategic direction of the bureau’s fleet pool. This program manages the acquisition, disposition, and performance analytics to support core services in the community. The program develops strategies to meet both City and Bureau objectives including climate action goals, efficiency in the fleet pool, crime reduction, and operational excellence. The timely replacement of vehicles and equipment is a critical component of fleet management that requires the ability to predict asset lifecycles based on costing information, utilization, and vehicle age.

The PPB Fleet Administrative Specialist reports to the PPB Fleet Manager and provides a high level of direct administrative support to this position and members of the Bureau that have fleet needs. The PPB Fleet Administrative Specialist position resides in the Internal Operations Unit of the Office of the Chief within the Portland Police Bureau. This position maintains the PPB Fleet database of approximately 700 vehicles that encompass a $10.7 million budget.

As the Fleet Administrative Specialist, you will:

+ Maintain the Fleet mailbox, ensuring all requests/questions are answered in a timely manner.

+ Track all vehicle damage and wrecks.

+ Coordinate with PBOT to maintain parking access to secured floors.

+ Ensure accuracy to parking patrol lists.

+ Provide weekly preventative maintenance reports to the Bureau.

+ Coordinate scheduling of Bureau vehicles for maintenance.

+ Attend all fleet meetings and provide meeting notes.

+ Produce asset certificates for all vehicles.

+ Work with City Fleet to provide the PPB Fleet Manger with vehicle usage reports, low mileage reports, billing reports, etc.

+ Updates City Fleet and the Bureau’s fleet databases with billing changes.

+ Process all invoices via SAP.

+ Track and maintain the Bureau’s bicycle program.

This position may at times be required to transport vehicles, stock vehicles with required items, transport bicycles to other locations, and lift boxes of supplies or vehicle parts weighing up to 50 pounds.

This position will also be expected to provide support to the other programs within the Internal Operations Unit as well as direct support for the manager. Other support could include processing of invoices, escorting contractors, supporting Quartermaster inquiries, answering phones and other emails.

The Fleet Administrative Specialist is an onsite position with limited telework options and is also required to report onsite to various precincts, PPB locations and City Fleet as needed. The Fleet Program office is in a confined space, located in the basement of the Kelly Building.

The successful candidate must pass an in-depth background investigation.

Questions?

Jaclyn Snyder, Senior Recruiter

Bureau of Human Resources

[email protected]

To Qualify

The following minimum qualifications are required for this position:

+ Experience with advanced office tasks such as typing, scheduling, proof-reading, note-taking, filing, logistics support including proficiency with computers and office equipment.

+ Ability to learn and apply City policies, procedures, and rules, particularly those related to the Portland Police Bureau, City Fleet acquisitions, and accounting.

+ Experience using technology and office software, including Outlook, Word, Access, and Excel, for complex document production and data management.

+ Experience communicating and interacting with internal and external customers in a professional and courteous manner, both verbally and in writing.

+ Ability to be flexible and handle shifting and competing work demands.

Applicants also must possess:

+ Ability to successfully pass an in-depth background investigation.

+ A valid state driver's license with an acceptable driving record at the time of hire.

The Recruitment Process

STEP 1: Apply online between Monday, January 12, 2026 - Tuesday, January 20, 2026

Required Application Materials:

+ Resume

+ Note: Do not include your age, date of birth, or the dates you attended or graduated from school. Only provide this information if it is specifically requested to meet job requirements or to follow federal, state, or local laws or rules.

+ Answer to the Supplemental Questions (click on the Questions tab to preview the questions)

Optional Application Materials:

+ Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)

+ Effective January 1, 2026, the State of Oregon law ORS 408.225 - 408.238 is amended to expand eligibility for Veterans’ Preference to current and former Oregon National Guard service members. If applicants are existing state or former Oregon National Guard servicemembers, they are encouraged to attach appropriate documentation to their future recruitment applications.

+ Update: As of March 3, 2025, if you have already submitted veteran documents and qualified for preference, you do not need to resubmit them for future recruitments.

+ To update or remove veteran preference for this recruitment or from your profile, contact the recruiter listed in the job announcement.

Application Tips:

+ Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.

+ Your resume should support the details described in your responses to the supplemental questions.

+ How We Determine Pay : The City of Portland is covered by the Oregon Equal Pay Act (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) . 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. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all your relevant experience.

+ Do not attach materials not requested.

+ All completed applications for this position must be submitted no later than on the closing date and time of this recruitment.

+ All applications must be submitted via the City's online application process. E-mailed and/or faxed applications will not be accepted.

+ You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting; instead, use AI to generate ideas and then tailor them to reflect your own experiences and skills.

Step 2: Minimum Qualification Evaluation: Week of January 19, 2026

+ An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.

+ Your resume and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.

+ You have 14 days from the notice of the minimum qualification evaluation results to let us know if you like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes) for complete information.

+ Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

Step 3: Establishment of Eligible List: Week of January 26, 2026

+ Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

Step 4: Selection (Interview): February

+ Hiring bureau will review and select candidates to interview.

Step 5: Contingent Offer of Employment: TBD

+ Some positions will require those offered employment to complete and sign a criminal background statement before being considered for employment.

Step 6: Background Investigation: TBD

Step 7: Start Date: TBD

+ A start date will be determined after all conditions of employment have been met.

*Timeline is approximate and subject to change*

Additional Information

Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following:

+ Veteran Preference

+ ADA, Pregnancy, and Religious Accommodations

+ Work Status

+ Equal Employment Opportunity

An Equal Opportunity Employer

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 coverage to eligible employees and their families.

+ 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 (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .

01

Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.

The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.

Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration. In addition, the selections you make and responses you provide in the questionnaire must accurately reflect what is documented in your resume. Please note, non-professional experience (such as volunteer work and school work) can be used as examples in your responses to the supplemental questionnaire but must still be reflected in your resume.

Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.

Have you read and understood all 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 receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process)

+ My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.

+ You may release my application; I am waiving confidentiality.

04

An offer of employment for this position is contingent upon successfully completing an in-depth background investigation, which may take 3-4 months to complete. Do you understand this requirement and are you willing to complete the in-depth background investigation process?

+ Yes

+ No

+ I'm not sure, I need more information. (Please reach out to the recruiter with your specific questions)

05

This position will work in a confined office space, located in a basement. This position also is frequently working in garages or out in parking lots where vehicles are stored. Are you willing to work within a confined space located in a basement, or in garages, and/or parking lots?

+ Yes

+ No

06

Do you have experience with advanced office tasks such as typing, scheduling, proof-reading, note-taking, filing, logistics support including proficiency with computers and office equipment?

+ Yes

+ No

07

Do you have the ability to learn and apply City policies, procedures, and rules, particularly those related to the Portland Police Bureau, City Fleet acquisitions, and accounting?

+ Yes

+ No

08

Do you have experience using technology and office software, including Outlook, Word, Access, and Excel, for complex document production and data management?

+ Yes

+ No

09

Do you have experience communicating and interacting with internal and external customers in a professional and courteous manner, both verbally and in writing?

+ Yes

+ No

10

Do you have the ability to be flexible and handle shifting and competing work demands?

+ Yes

+ No

11

Minimum Qualification #1: In your own words, describe a time you had to use advance office skills (such as typing, scheduling, proof-reading, note-taking, filing, and logistics support) to complete a task. What skills did you use and what was the outcome?

12

Minimum Qualification #2: In your own words, describe a time you had to learn and apply a policy, procedure or rule. How did you familiarize yourself with the policy, procedure or rule and how did you apply it in that situation?

13

Minimum Qualification #3: In your own words, describe your experience using general office software (such as Microsoft Outlook, Word, Teams, Excel) to create complex documents and manage data. Which programs do you use most frequently and for what tasks? Have you used other specialized software? If so, please describe.

14

Minimum Qualification #4: In your own words, provide an example of when you delivered professional customer service in a challenging situation. How did you communicate with the customer or stakeholder (verbally or written)? What steps did you take to resolve the issue? What did you learn from the experience?

15

Minimum Qualification #5: In your own words, describe a project or assignment you completed under a tight deadline. How did you prioritize your tasks? What challenges did you face, and how did you address them? What was the result?

Required Question

Employer

City of Portland

Address

1120 SW 5th Ave, Room 987 Portland, Oregon, 97204

Website

http://www.portlandoregon.gov/jobs

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