Administrative Assistant - Public Works

Administrative Assistant Temporary Position

Do you enjoy bringing order to complex projects and take pride in detailed, meaningful work? Join the City of Hillsboro's Public Works Department and play an important role in preserving the City's records for future generations. This temporary, part-time opportunity offers the chance to build valuable government experience while contributing to a department-wide Records Information Management (RIM) project that will have a lasting impact.

The Public Works Department provides the essential services and infrastructure that keep Hillsboro running every day. As part of our collaborative administrative team, you'll support a major Records Information Management (RIM) initiative focused on organizing, digitizing, and archiving important Public Works records. Your work will help improve access to information, ensure compliance with records retention requirements, and support efficient City operations.

The Administrative Assistant is a temporary, limited-duration, part-time position working approximately 12 hours per week. Reporting to the Administrative Support Supervisor. While the work is project-based, the position also provides administrative support consistent with the City's Administrative Assistant classification.

This role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage changing priorities while handling confidential information. The successful candidate will work both independently and collaboratively to support a department-wide initiative that improves access to records, ensures compliance with records retention requirements, and enhances operational efficiency.

What You'll Spend Time Doing

• Support records management, digitization, inventory, and archiving projects.
• Organize and maintain records and documentation in both paper and electronic formats.
• Scan paper files and CDs into the City's electronic records management system and verify the accuracy and completeness of electronic records.
• Prepare records for storage by labeling, boxing, organizing, and maintaining archive materials.
• Accurately catalog historical Public Works records.
• Transport archive boxes between the Public Works facility and the Civic Center using a City vehicle.
• Retrieve, update, and maintain information from files and electronic systems.
• Collaborate with Public Works staff and Information Services to support project goals and departmental needs.
• Protect confidential and sensitive information while working in an active administrative office environment.
• Perform other administrative support duties of a similar nature as assigned.

Current & Upcoming Projects

• Support the department's Records Information Management (RIM) project.
• Help organize, digitize, inventory, and archive Public Works records.
• Contribute to the department's goal of completing records organization, digitization, and archiving.

What You'll Need to Succeed

You'll thrive in this role if you enjoy organizing information, solving problems, and working on projects that require accuracy and attention to detail.

We're looking for someone who:

• Is highly organized and enjoys creating order from large volumes of information.
• Pays close attention to detail and produces accurate work.
• Can prioritize tasks and adapt as project needs change.
• Works well independently while contributing to a collaborative team environment.
• Maintains confidentiality and exercises sound judgment when handling sensitive records.
• Is comfortable using computers and learning new technology; experience with databases or electronic document management systems is helpful.
• Takes initiative, communicates effectively, and enjoys working with others to accomplish shared goals.
• Can remain focused in a busy office environment with occasional interruptions.

Job Classification

For more details, please click on the link for job classification description:

Administrative Assistant Job Classification

Acceptable Experience & Training

Minimum Qualifications

• High School Diploma or GED and some related work experience; or
• Any equivalent combination of education, training, and…