Union Representation: City of Portland Professional Workers Union, CPPW. To view this labor agreement, please click here.
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:
  • Provide contract support as requested by management.
  • Serve as a liaison for council agenda filing.
  • Develop standard operating guidelines.
  • Assist 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
The following minimum qualifications are required for this position:

1. Knowledge of basic math and accounts payable, including fundamental principles and practices.
2. Experience in customer service and conflict resolution.
3. Ability to analyze, explain, and apply relevant laws, City rules, regulations, ordinances, policies, and procedures.
4. Ability to exercise independent judgment and problem-solve while completing work tasks with thoroughness, accuracy, and consistency within established procedures and guidelines.
5. Ability to communicate clearly, logically, and persuasively through active listening, observation, and the written form; prepare concise and comprehensive reports, correspondence, and other documents.
6. 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.

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

• Hiring bureau will review and select candidates for an interview.

Step 5: Offer of Employment

Step 6: Start Date:

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

*Timeline is approximate and subject to change.
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