Vendor Accounts Coordinator (Coordinator I (Non-exempt) - CPPW)

Vendor Accounts Coordinator (Coordinator I (Non-exempt) - CPPW)

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Vendor Accounts Coordinator (Coordinator I (Non-exempt) - CPPW)

Salary

$37.14 - $52.99 Hourly

Location

1120 SW 5th Ave, OR

Job Type

Regular

Job Number

2025-00965

Bureau

Bureau of Fleet and Facilities

Opening Date

12 / 08 / 2025

Closing Date

12 / 15 / 2025 11 : 59 PM Pacific

Description

Benefits

Questions

The Position

Job Appointment : Full-Time

Typical Schedule : Monday - Friday 7 am - 3 : 30 pm, alternate schedule may be available after probation.

Work Location : Hybrid, The Portland Building, 1120 SW 5th Avenue, Portland, OR 97204. Remote work must be performed within Oregon or Washington. For more information, click here () .

Benefit : Please check our benefits tab for an overview of benefits for this position

Language Pay Premium Eligible : This position is or may be eligible for Language Pay Differential () for qualifying employees (Include this for classifications identified as eligible or if bureau requests languages)

Union Representation : City of Portland Professional Workers Union, CPPW. To view this labor agreement, please click here () .

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 résumé. 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.

Position Summary :

The Bureau of Fleet & Facilities (BFF) is seeking a detail-oriented and adaptable Vendor Accounts Coordinator to join our team. This role is crucial in providing independent program coordination and organization, with a strong focus on customer relations. The Vendor Accounts Coordinator will be responsible for a variety of professional, administrative, and operational duties in a fast-paced environment, primarily concentrating on invoice processing while also engaging in planning, organizing, and evaluating projects and functions.

What you'll get to do :

Research Vendor Inquiries : Respond to vendor status inquiries and provide timely updates.

Customer Service Excellence : Maintain positive relationships by delivering exceptional customer service to vendors and internal stakeholders.

Invoice Review : Review invoicing documentation for coding accuracy and completeness before processing.

Requisition Creation : Create requisitions for goods and services using work management and accounting systems.

Financial Coding : Assign internal financial processing codes and ensure matching of supporting documents, such as purchase orders and delivery receipts.

Invoice Processing : Send invoices to authorized approvers for verification of completed work or received goods and process them for payment.

Archiving : Archive invoices and payment information to maintain compliance and support auditing processes.

Database Management : Update and maintain internal databases, vendor mailing lists, and other software, identifying and correcting data gaps as needed.

Acquisition Methods : Assist in determining appropriate acquisition methods and manage the development and administration of purchase requisitions.

Technology Utilization : Use City-specific technology such as SAP, Ariba, and general office software to support daily functions.

Additional Responsibilities :

P rovide contract support as requested by management.

S erve as a liaison for council agenda filing.

D evelop standard operating guidelines.

A ssist with various administrative projects as assigned.

About the Bureau :

The Bureau of Fleet & Facilities’ Facilities Services Division manages over 1.5 million square feet of City-owned real property across 18 of the City’s highest-profile civic buildings and public safety facility assets, valued at over $1 billion. Facilities provides comprehensive property management services for these facilities, including building operations management, facility maintenance and repair, space planning and moves management, and capital project development and management. The Division also leads citywide real property planning studies as requested by City leadership and is an authorized administrator of real estate brokerage services for City bureaus.

Have a question?

Contact Information :

TroyLynn Craft

Senior Recruiter

troylynn.craft@portlandoregon.gov (@portlandoregon.gov%C2%A0)

To Qualify

The following minimum qualifications are required for this position :

Knowledge of basic math and accounts payable, including fundamental principles and practices.

Experience in customer service and conflict resolution.

Ability to analyze, explain, and apply relevant laws, City rules, regulations, ordinances, policies, and procedures.

Ability to exercise independent judgment and problem-solve while completing work tasks with thoroughness, accuracy, and consistency within established procedures and guidelines.

Ability to communicate clearly, logically, and persuasively through active listening, observation, and the written form; prepare concise and comprehensive reports, correspondence, and other documents.

Ability to establish and maintain effective working relationships with Bureau / Office managers and staff, representatives of other governmental agencies, the public, and others encountered in the course of work.

Although not required, you may have one or more of the following :

Associate degree from an accredited college or university with major coursework in business administration, public administration, or related field.

5+ years of experience involving accounts payable, planning, organizing, or evaluating programs in a public agency or customer service-related field.

The Recruitment Process

STEP 1 : Apply online between December 8 - 15, 2025

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 :

If you would like to request Veteran's Preference, please submit your Veteran documents (ex, DD214-Member 4, VA Benefit Letter, etc.) by the closing date of the recruitment.

We have recently updated our veteran preference process. Starting March 3rd, 2025. If you made the eligible list and met the eligibility to receive veteran preference, you will no longer need to submit veteran documents for future recruitments. If you need to update or remove your veteran preference for a specific recruitment or from your master profile, please 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 résumé 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 any additional documents.

Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment.

You may use AI tools to assist with your job application, but please be sure to personalize your responses to supplemental questions. Avoid copying and pasting. We encourage using AI to generate ideas and then tailor them to reflect your own experiences and skills.

All applications must be submitted via the City's online application process.

E-mailed and / or faxed applications will not be accepted.

Step 2 : Minimum Qualification Evaluation : Week of December 15, 2025.

An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.

Your résumé 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 would 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.

Step 3 : Establishment of Eligible List : Week of December 15, 2025

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

Step 4 : Selection (Interview) : January

Step 5 : Offer of Employment

Step 6 : Start Date :

Additional Information

Click here () for additional information regarding the following :

City of Portland Core Values

Recruitment Process - Work Status

Equal Employment Opportunity

Veteran Preference

ADA, Pregnancy, and Religious Accommodations

An Equal Opportunity / Affirmative Action 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

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers () .

01

Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.

The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.

Write specific and unique responses to each question. Answering "No", to any of the Yes / No questions or answering an essay questions with the following "See resume", or entering "N / A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.

Note : If you are requesting veterans' preference, please be sure upload a copy of your DD214 and / or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.

Have you read and understood all the information listed above?

Yes

No - If you have any questions, please contact the recruiter on the announcement.

02

Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)

03

The City of Portland receives public records requests at times. Please indicate which response you find appropriate : (Answer will not disqualify you from the process)

My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.

You may release my application; I am waiving confidentiality.

04

Do you have Knowledge of basic math and accounts payable, including fundamental principles and practices?

Yes

No

05

Provide a detailed example(s) of your Knowledge of basic math and accounts payable, including fundamental principles and practices.

In your response, include details which clearly reflect how you meet this minimum qualification. Such as :

Examples of when you used the knowledge skill or ability.

Role you served in (professional, internship, volunteer).

Skills, training, transferable skills or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

06

Do you have Experience in customer service and conflict resolution?

Yes

No

07

Provide a detailed example(s) of your Experience in customer service and conflict resolution.

In your response, include details which clearly reflect how you meet this minimum qualification. Such as :

Examples of when you used the knowledge skill or ability.

Role you served in (professional, internship, volunteer).

Skills, training, transferable skills or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

08

Do you have the Ability to analyze, interpret, explain, and apply relevant laws, City rules, regulations, ordinances, policies, and procedures?

Yes

No

09

Provide a detailed example(s) of your Ability to analyze, interpret, explain, and apply relevant laws, City rules, regulations, ordinances, policies, and procedures.

In your response, include details which clearly reflect how you meet this minimum qualification. Such as :

Examples of when you used the knowledge skill or ability.

Role you served in (professional, internship, volunteer).

Skills, training, transferable skills or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

10

Do you have the Ability to exercise independent judgment and problem-solve while completing work tasks with thoroughness, accuracy, and consistency within established procedures and guidelines?

Yes

No

11

Provide a detailed example(s) of your Ability to exercise independent judgment and problem-solve while completing work tasks with thoroughness, accuracy, and consistency within established procedures and guidelines.

In your response, include details which clearly reflect how you meet this minimum qualification. Such as :

Examples of when you used the knowledge skill or ability.

Role you served in (professional, internship, volunteer).

Skills, training, transferable skills or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

12

Do you have the Ability to communicate clearly, logically, and persuasively through active listening, observation, and the written form; prepare concise and comprehensive reports, correspondence, and other documents?

Yes

No

13

Provide a detailed example(s) of your Ability to communicate clearly, logically, and persuasively through active listening, observation, and the written form; prepare concise and comprehensive reports, correspondence, and other documents.

In your response, include details that clearly reflect how you meet this minimum qualification. Such as :

Examples of when you used the knowledge skill or ability.

Role you served in (professional, internship, volunteer).

The impact and / or results of your of experience.

Skills, training, transferable skills or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

14

Do you have the Ability to establish and maintain effective working relationships with Bureau / Office managers and staff, representatives of other governmental agencies, the public, and others encountered in the course of work?

Yes

No

15

Provide a detailed example(s) of your Ability to establish and maintain effective working relationships with Bureau / Office managers and staff, representatives of other governmental agencies, the public, and others encountered in the course of work.

In your response, include details that clearly reflect how you meet this minimum qualification. Such as :

Examples of when you used the knowledge skill or ability.

Role you served in (professional, internship, volunteer).

The impact and / or results of your experience.

Skills, training, transferable skills or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

16

Please note the following question will not be considered during minimum qualification review. The information provided will be reviewed after the eligible list is created.

Although not required, please provide information for any of the following preferred qualifications :

Associate degree from an accredited college or university with major course work in business administration, public administration, or related field.

5+ years of experience involving accounts payable, planning, organizing, or evaluating programs in a public agency or customer service-related field.

(Enter N / A if you do not have relevant experience)

Required Question

Employer

City of Portland

Address

1120 SW 5th Ave, Room 987 Portland, Oregon, 97204

Website

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