Administrative Specialist I - CPPW

City of Portland • Portland, OR

1d • Hybrid

About The Position

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.

Requirements

• Experience providing administrative or operational support in a professional office environment.
• Experience processing transactions or records with attention to accuracy, confidentiality, and compliance with policies.
• 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 systems, timekeeping systems, or procurement processes.

Nice To Haves

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

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

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed