Administrative Specialist I - CPPW

City of Portland; Portland (OR); Hybrid; USD 43,000 - 65,000; Full time

Job summary

The City of Portland's Shared Services Division within the Bureau of Human Resources is hiring an Administrative Specialist I to support day-to-day operations, process transactions, manage records, and provide reliable service to internal and external partners.

This role supports the Public Safety Service Area with hybrid work arrangements at 1120 SW 5th Ave, Portland, OR, and offers opportunities for growth, collaboration, and continuous improvement while maintaining attention to detail and

Qualifications

• Experience providing administrative or operational support in a professional office environment.
• Experience processing transactions or records with accuracy and confidentiality.
• Ability to manage multiple tasks, prioritize work, and meet time-sensitive deadlines with minimal supervision.
• Ability to provide excellent customer service to a diverse group of internal and external stakeholders.
• Experience with standard office systems and tools, such as records management, timekeeping, or procurement processes.

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

Administrative support

Record management

Time management

Customer service

Policies compliance

Tools

TRIM

NEOGOV

Timekeeping systems

Records management systems

Job description

Job Appointment: Full-Time Regular

Typical Schedule: Monday - Friday 8 am - 5 pm, alternate schedule may be available after probation.

Work Location: Hybrid-1120 SW 5th Ave, Portland, OR 97204, USA for in-person work. Remote work must be performed within Oregon or Washington. For more information, click here.Union Representation: City of Portland Professional Workers Union (CPPW). To view this labor agreement, please click here.

Starting Pay: The City of Portland follows 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.

Position Summary:

The Shared Services Division within the Bureau of Human Resources (BHR) provides essential internal support to City of Portland bureaus, service areas, and elected offices. This team delivers expertise across a wide range of business functions, including employee and organizational support, personnel administration, timekeeping, recruitment and training coordination.

As an Administrative Specialist I, you will play a key role in ensuring smooth day-to-day operations by processing transactions of varying complexity and supporting critical administrative functions. This position requires strong attention to detail, sound professional judgment, and a commitment to excellent customer service for both internal and external partners.

This is an opportunity to join a collaborative and supportive team environment that values professional growth, initiative, and continuous improvement. While much of the work is performed independently, peer support and teamwork are central to success in this role.

This position will provide administrative support for the Public Safety Service Area.

What you'll get to do:

• 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

Applicants must demonstrate how their education, training, and experience meet each of the minimum qualifications listed below:

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.

Preferred Qualifications

• Prior experience in the government or public sector providing administrative support in a labor union environment.
• Prior experience supporting interview and hiring coordination.

What to Expect:

1. Application Review -(Week of September 7th): We'll review your application materials to ensure you meet the minimum qualifications listed above.
2. Notice/Feedback -(Week of September 14th): You will receive an email when the minimum qualification review is complete. If you disagree with the evaluation results, you may request a review within 14 days of the email notice, per City Administrative Rule 3.01.
3. Selection Process -(Late September): The hiring bureau will review qualified applications, conduct interviews, and check references.
4. Conditional Job Offer -(Early October): Final candidates may undergo a background or driving record check, depending on the position.

Learn More About:

• How to Apply Videos and Workshops
• City of Portland Core Values
• HRAR-3.01 - Recruitment Processes
• Veteran Preference Information
• Total Compensation and Benefits
• Language Pay Differential Eligibility

We’re committed to providing a fair, inclusive, and accessible hiring process. If you need assistance with your application or would like to request a reasonable accommodation due to a disability, pregnancy, or religious belief, please contact the recruiter listed below.

Questions? We're here to help!

If you have questions about this recruitment or need assistance, contact:

Tamela Ressler, Senior Recruiter [e-mail] Bureau of Human Resources