Portland Staffing
Fleet Administrative Specialist (Administrative Specialist II - CPPW)
Portland Staffing, Portland, Oregon, United States, 97201
Fleet Administrative Specialist
Salary: $37.14 - $52.99 Hourly Location: Portland, OR Job Type: Regular Job Number: 2026-00040 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 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. Questions? Jaclyn Snyder, Senior Recruiter Bureau of Human Resources Jaclyn.Snyder@portlandoregon.gov 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. 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 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 Additional Information: Click here 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 Benefits may vary depending on bargaining unit and employment status.
Salary: $37.14 - $52.99 Hourly Location: Portland, OR Job Type: Regular Job Number: 2026-00040 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 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. Questions? Jaclyn Snyder, Senior Recruiter Bureau of Human Resources Jaclyn.Snyder@portlandoregon.gov 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. 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 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 Additional Information: Click here 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 Benefits may vary depending on bargaining unit and employment status.