Note: The job is a remote job and is open to candidates in USA. The City of Portland provides internal administrative and organizational support to city bureaus, service areas, and elected offices. The Administrative Specialist I will support the Public Safety Service Area by processing administrative transactions, maintaining personnel records, coordinating recruitment and onboarding activities, managing timekeeping data, and assisting with training administration.
Responsibilities
- Provide confidential administrative support to the Shared Services team, supervisors, employees and customer bureaus
- Maintain and manage personnel records within the City’s archiving system (TRIM)
- Support recruitment efforts by submitting requisitions in NEOGOV and coordinating interview scheduling
- Assist with onboarding processes, including background checks, ID badge requests, and system access setup
- Perform timekeeping data entry, review for compliance, and process corrections as needed
- Archive and convert records from paper to electronic formats
- Update and maintain Standard Operating Procedures (SOPs)
- Develop, input, and maintain tracking systems and records
- Generate and distribute training reports and provide administrative support to training coordinators
Skills
- 1. **Experience** providing administrative or operational support in a professional office environment
- 2. **Experience** processing transactions or records with attention to accuracy, confidentiality, and compliance with policies
- 3. **Ability** to manage multiple tasks, prioritize work, and meet time-sensitive deadlines with minimal supervision
- 4. **Ability**to provide excellent customer service to a diverse group of internal and external stakeholders
- 5. **Experience** with standard office systems and tools, such as records management systems, timekeeping systems, or procurement processes
- * Prior experience in the government or public sector providing administrative support in a labor union environment
- * Prior experience supporting interview and hiring coordination
Benefits
- Flexible/Hybrid work arrangement
- Health Care (Medical, Vision and Dental)
- Carrot Fertility
- Wellness Benefits
- Life Insurance
- Long-term disability
- 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
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