City of Portland
Fleet Administrative Specialist (Administrative Specialist II - CPPW)
City of Portland, Portland, Oregon, United States, 97204
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.
Language Pay Premium Eligible This position is or may be eligible for Language Pay Differential 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.
Responsibilities
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 Manager 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.
Minimum Qualifications
Experience
with advanced office tasks such as typing, scheduling, proofreading, 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.
Application Steps 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.
Other Steps
Step 2: Minimum Qualification Evaluation week of January 19, 2026.
Step 3: Establishment of Eligible List week of January 26, 2026.
Step 4: Selection (Interview) February.
Step 5: Contingent Offer of Employment TBD.
Step 6: Background Investigation TBD.
Step 7: Start Date TBD.
Equal Employment Opportunity County of Portland is an Equal Opportunity Employer. An Equal Opportunity Employer. Work Status. Veteran Preference. Equal Employment Opportunity. Click here for additional information regarding the following: Veteran Preference, ADA, Pregnancy, and Religious Accommodations, Work Status, Equal Employment Opportunity.
Contact Questions? Jaclyn Snyder, Senior Recruiter, Bureau of Human Resources. Email: Jaclyn.Snyder@portlandoregon.gov
#J-18808-Ljbffr
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.
Language Pay Premium Eligible This position is or may be eligible for Language Pay Differential 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.
Responsibilities
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 Manager 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.
Minimum Qualifications
Experience
with advanced office tasks such as typing, scheduling, proofreading, 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.
Application Steps 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.
Other Steps
Step 2: Minimum Qualification Evaluation week of January 19, 2026.
Step 3: Establishment of Eligible List week of January 26, 2026.
Step 4: Selection (Interview) February.
Step 5: Contingent Offer of Employment TBD.
Step 6: Background Investigation TBD.
Step 7: Start Date TBD.
Equal Employment Opportunity County of Portland is an Equal Opportunity Employer. An Equal Opportunity Employer. Work Status. Veteran Preference. Equal Employment Opportunity. Click here for additional information regarding the following: Veteran Preference, ADA, Pregnancy, and Religious Accommodations, Work Status, Equal Employment Opportunity.
Contact Questions? Jaclyn Snyder, Senior Recruiter, Bureau of Human Resources. Email: Jaclyn.Snyder@portlandoregon.gov
#J-18808-Ljbffr