Fleet Administrative Specialist (Administrative Specialist II - CPPW)

Full Job Description

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.

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.

Questions?

Requirements

The following minimum qualifications are required for this position:

1. Experience with advanced office tasks such as typing, scheduling, proof-reading, note-taking, filing, logistics support including proficiency with computers and office equipment.
2. Ability to learn and apply City policies, procedures, and rules, particularly those related to the Portland Police Bureau, City Fleet acquisitions, and accounting.
3. Experience using technology and office software, including Outlook, Word, Access, and Excel, for complex document production and data management.
4. Experience communicating and interacting with internal and external customers in a professional and courteous manner, both verbally and in writing.
5. 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.

Qualifications

• 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)

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.

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.

• 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 for complete information.
• Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

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

• Hiring bureau will review and select candidates to interview.

Step 5: Contingent Offer of Employment: TBD

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

Additional Information

Click here for additional information regarding the following:

• Veteran Preference
• ADA, Pregnancy, and Religious Accommodations
• Work Status
• Equal Employment Opportunity