Job Description

Update - Due to a large volume of applications received for this recruitment, the recruitment will set to close Saturday, November 16, 2024 at 12pm.

About the position

Job Appointment: Full Time, Regular

Work Schedule: Monday – Friday, 8 am-5 pm. An alternate schedule may be available.

Work Location: Hybrid- Employee will report to Portland Building, 1120 SW 5th Ave, Portland, Or 97204 for in-person work.   Remote work must be performed within Oregon or Washington. For more information, click here .

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

Language Pay Premium Eligible:  This position may be eligible for Language Pay Differential for qualifying employees.

Union Representation: (City of Portland Professional Workers, CPPW). This labor contract is currently in negotiations. To view other 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 resume. 

Position Summary

The Business Operations Division – Employee Services, Administrative Specialist I position works within a team providing essential internal support to many of the City of Portland’s, Bureaus, Service Areas, and Elected Offices. The team delivers expertise across a range of business functions, including employee and organizational support, personnel administration, timekeeping, and financial services. We strive to enhance operational efficiency to meet the unique needs of each area we serve, enabling our partners to deliver effective services to Portland’s community. We invite professionals dedicated to high standards and collaborative service to join our team and contribute to Portland’s operational excellence.

The Administrative Specialist I position is responsible for processing transactions that range in complexity, adhering to applicable rules and policies with time sensitivity. The person selected for this role must be able to provide excellent customer service to internal and external customers and carry out responsibilities with initiative and creativity, while exercising sound professional judgment.

The Administrative Specialist I will work alongside a team who encourages professional growth and fosters a culture of collaboration and encouragement. Although it is anticipated the majority of daily tasks to be carried out independently, the peer-to-peer support helps drive individual and overall team success. 

• Provide confidential administrative support to Supervisor, Employee Services team and customer bureaus.
• Maintain personnel records in the City of Portland’s archiving database (TRIM)
• Perform as a Procurement Card Holder to make purchases for customer stakeholder groups ensuring compliance with policies and processing of support documentation.
• Archive paper and electronic records, including the conversion of paper records to electronic files.
• Travel Coordination, including making travel arrangements and reviewing reimbursement requests.
• Supply inventory management and maintenance, including technology and phone coordination.
• Recruitment support, submit NEOGOV requisitions and interview scheduling.
• Assist with bureau Onboarding processes to perform Criminal Background Checks, request ID badges, submit technology purchase requests and account setup tickets.
• Timekeeping data entry, review for compliance against rules and policies, and make correcting entries.
• Update team Standard Operating Procedure documents. 

Have a question?

Contact Information:

Loan Tran Polanco, Recruiter

Bureau of Human Resources

Loan.Tran@portlandoregon.gov

1. Experience providing administrative support in an office environment.
2. Ability to use office technology and software, including Outlook, Word, Excel for document production and data management.
3. Ability and experience in interpreting, applying and explaining rules and processes in a government or municipal environment.
4. Ability to gather information and analysis from a variety of sources to compile and prepare administrative and management reports.
5. Experience with spreadsheets and information systems, including data entry, updating records, and other information maintenance.

STEP 1: Apply online between  November 11, 2024 to November 18, 2024  

Required Application Materials:

• Resume

• 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.

 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 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. 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 November 18, 2024

• 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 November 18, 2024 

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

Step 4: Selection (Interview):  December 2024  

• Hiring bureau will review and select candidates for an interview

Step 5: Offer of Employment:  December 2024

Step 6: Start Date:  January 2024  

• 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 

An Equal Opportunity / Affirmative Action Employer

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