City of Milwaukie, OR
Administrative Specialist II -Public Works
City of Milwaukie, OR, Milwaukie, Oregon, United States
Salary :
$53,601.60 - $68,473.60 Annually Location :
Milwaukie, OR Job Type:
Full Time Regular Job Number:
25-00027 Department:
Public Works Opening Date:
10/17/2025 Closing Date:
10/26/2025 11:59 PM Pacific FLSA:
Non-Exempt Bargaining Unit:
AFSCME
Description Are you a highly organized, detail-oriented administrative professional with a passion for public service? The City of Milwaukie Public Works Department is seeking a dedicated
Administrative Specialist II
to join our team!
This is an advanced-level administrative, clerical, and customer service position that supports the diverse operations of the Public Works Department. This includes critical areas like water, wastewater, stormwater, transportation, fleet, facilities, urban forestry, and climate action programs. You'll be working independently, providing front-line customer service and managing essential tasks such as data entry, document preparation, and records maintenance for internal and external stakeholders. Strong attention to detail and the ability to manage multiple priorities are key to success in this role. Essential Functions What You'll Do Customer Service:
Serve as a first point of contact for the public in person and over the phone, resolving inquiries and service requests related to utilities, tree permitting, erosion control, and general Public Works services. Administrative Support:
Type, format, edit, revise, and proofread a variety of documents and materials, including technical and legal documents. You will also compose correspondence and reports, create forms, charts, and spreadsheets, and provide administrative support to all Public Works program areas. Data and Records:
Enter, update, and verify data in departmental systems and databases. You will maintain accurate files and records, comply with records retention policies, and maintain documents related to infrastructure, work orders, and environmental compliance. Financial Tasks:
Prepare and reconcile financial records, track departmental information, collect cash, issue receipts, and reconcile cash transactions.
Education & Experience
Who We're Looking For
Education:
High school diploma or GED.
Experience:
Two years of progressively responsible administrative, clerical, or customer service experience. Skills:
Intermediate to advanced skills in
Microsoft Office
(Word, Excel, Outlook, Access). Strong
interpersonal skills
and the ability to respond courteously to the public. Ability to learn and navigate multiple software systems (e.g., Bonfire, GovBuilt, Accela). Ability to work
independently and as part of a team . Must possess or be able to obtain a
valid driver's license or alternate means of transportation . Some assignments may require obtaining a
Public Notary Commission
within six (6) months of hire.
Additional Information
Application Process:
To be considered for this position, all applicants must
submit a complete application, including
complete work history . To maintain the city's anonymous application review process, resumes and cover letters are not required and will not be reviewed as part of the initial screening process.
Supplemental questions will be used in the application review process to help rank candidates. We acknowledge the usefulness of AI tools, but this is your opportunity to highlight your unique lived experiences and demonstrate why you are the best candidate.Diversity and Inclusion: At the City of Milwaukie, we understand that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all of our employees can thrive.
Equal employment opportunity: All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity and expression, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.
Accommodation: Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. To obtain confidential assistance please contact Human Resources 503-786-7507.
Veterans' Preference:
The City of Milwaukie provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran's preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application, providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran's disability preference letter from the US Department of Veterans Affairs at the time of application, unless the information is included in the DD Form 214 or 215.
Hybrid Work Options: This job class is not eligible for remote or hybrid work options in accordance with the city's
telework policy . This position may be eligible for a flexible work schedule such as 4-10s or a 9/80 schedule.
Compensation: The salary range for this overtime-eligible union represented position is $4,466 - 5,706 per month.
The starting pay assignment, based on an analysis of the successful candidate's related experience and education as documented on the employment application in accordance with the city's and the Oregon Equal Pay Act, would generally be no higher than $5,430 per month.
A summary of benefits offered to City of Milwaukie employees can be found on the benefits tab of the job posting or on the Summary of Employee Benefits (actual plan documents, policies and bargaining agreements prevail)
The City of Milwaukie offers a generous benefits package to all regular status employees working at least 20 hours per week (benefits are pro-rated for employees working less than full-time). Temporary employees, seasonal workers and part-time employees working less than 20 hours per week are not eligible for benefits. Medical/dental insurance is effective the first of the month following date of hire.
Medical Insurance:
You may choose between a traditional indemnity plan (Regence Blue Cross PPO) or a health maintenance organization (Kaiser HMO). Coverage includes you and your dependents. Each plan includes a vision and prescription drug benefit.
Dental Insurance:
You and your dependent family members are eligible for a dental insurance plan which includes preventative, routine and major dental care as well as orthodontic benefits. You will have the choice to be covered by either Delta Dental, Willamette Dental or Kaiser's dental plan.
Flexible Spending Account:
The City offers a Flexible Spending Account (FSA). FSAs allow eligible employees to pay for non-covered health related expenses and childcare expenses with tax-free income. Additionally, the employee paid portion of the City's medical and dental insurance premiums are paid through the FSA with pre-tax dollars.
Retirement: The City participates in the Public Employees Retirement System (PERS). Benefits paid by PERS are funded from two sources, - Member contributions paid on your behalf by the City (immediately vested); and - Employer contributions (vested when contributions have been made in each of five calendar years) Additionally, the city offers a 457 deferred compensation retirement plan.
The city makes a contribution of 3.5% to your 457 plan with no contribution required from you.
You may contribute additional pre-tax dollars to the 457 plan up to federal limits.
Life Insurance:
The city pays for your basic life insurance in the amount of your annual salary to a maximum of $100,000 and accidental death and dismemberment (AD&D) to a maximum of $100,000.
Long Term Disability Insurance:
The city provides you with a long term disability (LTD) plan which provides up to 50% of your salary, up to a maximum benefit of $3,000 per month for qualifying disabilities following a 90-day waiting period.
Employee Assistance Program:
Benefit eligible employees and their family can receive up to five free counseling sessions per incident per year from Canopy EAP (formerly Cascade).
Workers' Compensation Insurance:
You are provided worker's compensation insurance in accordance with Oregon Revised Statutes (SAIF Corporation).
Holidays The City recognizes the following paid holidays during the calendar year: - New Year's Day - Martin Luther King Birthday - President's Day - Memorial Day - Juneteenth - Independence Day - Labor Day - Veteran's Day - Thanksgiving Day - The Friday after Thanksgiving - Christmas Day - One and a half days Floating Holiday
Vacation Paid vacation time accrues on a yearly basis as follows: - 1-48 months (up to four years) 8.67 hours per month - 49-108 months (4-9 years) 10 hours per month - 109-168 months (9-14 years) 12 hours per month - 169-228 months (14-19 years) 14 hours per month - 229 or more months (over 19 years) 16.67 hours per month
Vacation leave may be taken after you have completed six months of employment and may be accrued to a maximum of two years.
Non-represented managers and supervisors who do not receive overtime compensation are eligible for management leave on an annual 'use it or lose it' basis.
Sick Leave:
New employees receive 48 hours of sick leave at hire. After six months, sick leave accrues at a rate of eight (8) hours per month. 01
This role involves handling engineering project files, contracts, and public records requests. What systems or methods have you used to ensure accuracy, compliance, and accessibility of technical documents? 02
Tell us about a time you supported a team that was managing multiple projects with competing deadlines. How did you prioritize tasks, track progress, and keep the team organized? 03
This position will often be the first point of contact for community members, contractors, and staff at the Public Works front desk. How would you handle a situation where you are assisting a resident with a concern, while also receiving phone calls and staff requests at the same time? Required Question
$53,601.60 - $68,473.60 Annually Location :
Milwaukie, OR Job Type:
Full Time Regular Job Number:
25-00027 Department:
Public Works Opening Date:
10/17/2025 Closing Date:
10/26/2025 11:59 PM Pacific FLSA:
Non-Exempt Bargaining Unit:
AFSCME
Description Are you a highly organized, detail-oriented administrative professional with a passion for public service? The City of Milwaukie Public Works Department is seeking a dedicated
Administrative Specialist II
to join our team!
This is an advanced-level administrative, clerical, and customer service position that supports the diverse operations of the Public Works Department. This includes critical areas like water, wastewater, stormwater, transportation, fleet, facilities, urban forestry, and climate action programs. You'll be working independently, providing front-line customer service and managing essential tasks such as data entry, document preparation, and records maintenance for internal and external stakeholders. Strong attention to detail and the ability to manage multiple priorities are key to success in this role. Essential Functions What You'll Do Customer Service:
Serve as a first point of contact for the public in person and over the phone, resolving inquiries and service requests related to utilities, tree permitting, erosion control, and general Public Works services. Administrative Support:
Type, format, edit, revise, and proofread a variety of documents and materials, including technical and legal documents. You will also compose correspondence and reports, create forms, charts, and spreadsheets, and provide administrative support to all Public Works program areas. Data and Records:
Enter, update, and verify data in departmental systems and databases. You will maintain accurate files and records, comply with records retention policies, and maintain documents related to infrastructure, work orders, and environmental compliance. Financial Tasks:
Prepare and reconcile financial records, track departmental information, collect cash, issue receipts, and reconcile cash transactions.
Education & Experience
Who We're Looking For
Education:
High school diploma or GED.
Experience:
Two years of progressively responsible administrative, clerical, or customer service experience. Skills:
Intermediate to advanced skills in
Microsoft Office
(Word, Excel, Outlook, Access). Strong
interpersonal skills
and the ability to respond courteously to the public. Ability to learn and navigate multiple software systems (e.g., Bonfire, GovBuilt, Accela). Ability to work
independently and as part of a team . Must possess or be able to obtain a
valid driver's license or alternate means of transportation . Some assignments may require obtaining a
Public Notary Commission
within six (6) months of hire.
Additional Information
Application Process:
To be considered for this position, all applicants must
submit a complete application, including
complete work history . To maintain the city's anonymous application review process, resumes and cover letters are not required and will not be reviewed as part of the initial screening process.
Supplemental questions will be used in the application review process to help rank candidates. We acknowledge the usefulness of AI tools, but this is your opportunity to highlight your unique lived experiences and demonstrate why you are the best candidate.Diversity and Inclusion: At the City of Milwaukie, we understand that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all of our employees can thrive.
Equal employment opportunity: All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity and expression, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.
Accommodation: Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. To obtain confidential assistance please contact Human Resources 503-786-7507.
Veterans' Preference:
The City of Milwaukie provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran's preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application, providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran's disability preference letter from the US Department of Veterans Affairs at the time of application, unless the information is included in the DD Form 214 or 215.
Hybrid Work Options: This job class is not eligible for remote or hybrid work options in accordance with the city's
telework policy . This position may be eligible for a flexible work schedule such as 4-10s or a 9/80 schedule.
Compensation: The salary range for this overtime-eligible union represented position is $4,466 - 5,706 per month.
The starting pay assignment, based on an analysis of the successful candidate's related experience and education as documented on the employment application in accordance with the city's and the Oregon Equal Pay Act, would generally be no higher than $5,430 per month.
A summary of benefits offered to City of Milwaukie employees can be found on the benefits tab of the job posting or on the Summary of Employee Benefits (actual plan documents, policies and bargaining agreements prevail)
The City of Milwaukie offers a generous benefits package to all regular status employees working at least 20 hours per week (benefits are pro-rated for employees working less than full-time). Temporary employees, seasonal workers and part-time employees working less than 20 hours per week are not eligible for benefits. Medical/dental insurance is effective the first of the month following date of hire.
Medical Insurance:
You may choose between a traditional indemnity plan (Regence Blue Cross PPO) or a health maintenance organization (Kaiser HMO). Coverage includes you and your dependents. Each plan includes a vision and prescription drug benefit.
Dental Insurance:
You and your dependent family members are eligible for a dental insurance plan which includes preventative, routine and major dental care as well as orthodontic benefits. You will have the choice to be covered by either Delta Dental, Willamette Dental or Kaiser's dental plan.
Flexible Spending Account:
The City offers a Flexible Spending Account (FSA). FSAs allow eligible employees to pay for non-covered health related expenses and childcare expenses with tax-free income. Additionally, the employee paid portion of the City's medical and dental insurance premiums are paid through the FSA with pre-tax dollars.
Retirement: The City participates in the Public Employees Retirement System (PERS). Benefits paid by PERS are funded from two sources, - Member contributions paid on your behalf by the City (immediately vested); and - Employer contributions (vested when contributions have been made in each of five calendar years) Additionally, the city offers a 457 deferred compensation retirement plan.
The city makes a contribution of 3.5% to your 457 plan with no contribution required from you.
You may contribute additional pre-tax dollars to the 457 plan up to federal limits.
Life Insurance:
The city pays for your basic life insurance in the amount of your annual salary to a maximum of $100,000 and accidental death and dismemberment (AD&D) to a maximum of $100,000.
Long Term Disability Insurance:
The city provides you with a long term disability (LTD) plan which provides up to 50% of your salary, up to a maximum benefit of $3,000 per month for qualifying disabilities following a 90-day waiting period.
Employee Assistance Program:
Benefit eligible employees and their family can receive up to five free counseling sessions per incident per year from Canopy EAP (formerly Cascade).
Workers' Compensation Insurance:
You are provided worker's compensation insurance in accordance with Oregon Revised Statutes (SAIF Corporation).
Holidays The City recognizes the following paid holidays during the calendar year: - New Year's Day - Martin Luther King Birthday - President's Day - Memorial Day - Juneteenth - Independence Day - Labor Day - Veteran's Day - Thanksgiving Day - The Friday after Thanksgiving - Christmas Day - One and a half days Floating Holiday
Vacation Paid vacation time accrues on a yearly basis as follows: - 1-48 months (up to four years) 8.67 hours per month - 49-108 months (4-9 years) 10 hours per month - 109-168 months (9-14 years) 12 hours per month - 169-228 months (14-19 years) 14 hours per month - 229 or more months (over 19 years) 16.67 hours per month
Vacation leave may be taken after you have completed six months of employment and may be accrued to a maximum of two years.
Non-represented managers and supervisors who do not receive overtime compensation are eligible for management leave on an annual 'use it or lose it' basis.
Sick Leave:
New employees receive 48 hours of sick leave at hire. After six months, sick leave accrues at a rate of eight (8) hours per month. 01
This role involves handling engineering project files, contracts, and public records requests. What systems or methods have you used to ensure accuracy, compliance, and accessibility of technical documents? 02
Tell us about a time you supported a team that was managing multiple projects with competing deadlines. How did you prioritize tasks, track progress, and keep the team organized? 03
This position will often be the first point of contact for community members, contractors, and staff at the Public Works front desk. How would you handle a situation where you are assisting a resident with a concern, while also receiving phone calls and staff requests at the same time? Required Question