Administrative Specialist II - CPPW

The Position

Job Appointment: Full-Time.

Work Schedule: Mon-Fri. 8AM-5:00 PM

Work Location: 5001 N. Columbia Blvd, Portland OR

Benefits: Please check our benefits tab for an overview of benefits for this position

Union Representation: This classification was recently recognized as represented by a new labor union, City of Portland Professional Workers (CPPW). Terms and Conditions are currently being negotiated as part of a new CPPW collective bargaining agreement. To view current labor agreements, please visit https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements .

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. Update application materials if needed.

THE POSITION:
The Bureau of Environmental Services (BES) is seeking an Administrative Specialist II to work at the BES Columbia Boulevard Wastewater Treatment Plant to perform timekeeping duties, track and manage personnel, hiring and onboarding for the Operations & Maintenance Group. The position requires a great attention to detail, and a high degree of confidentiality, administrative discretion, and coordination.

What you will get to do:

• Operations and Maintenance Group (O&MG) Timekeeper - Synergen (asset management system) Time Entry into SAP; help review & update the Timekeeping Annual Audit, track FMLA and Oregon Paid Leave

• Manage work schedule application in SAP for new or changing schedules, including changes as a result of position bidding which is at least twice a year & communicate changes to Working Asset Management (WAM); Provide management with a rolling holiday matrix defining where each employee’s holiday falls to ensure operational needs are met.

• Ensure accurate & consistent application of City and Bureau polices and procedures, and labor agreements to timekeeping records by working with BHR and the management team. Verify accuracy of premium and availability pays; Identify time entry and compensation discrepancies through payroll reconciliation report or employee communication and determine corrective action for resolving discrepancies and make necessary changes to timesheet or submit a BTS helpdesk ticket and work with CTA/EBS to correct SAP configuration issues.

• Participate in Computer Maintenance Management System (CMMS) transition from Synergen to Infor in regard to timekeeping.

• Manage and Track HR Personnel Actions and Employee Movement: Develop and prepare various documents to assist O&MG management with recruitment and hiring of staff or reclassification of positions; ensure materials and reports are accurate, complete and comply with City and bureau standards and policies. Submit to the BES Personnel Inbox to complete hire process. Email communication to staff involved with onboarding (card access, locks/keys, uniforms, phones, lockers, safety gear, laptops, tools, P-cards) to prepare for the new hire's first day or complete separation paperwork/offboarding on employee's last day.

• Support O&MG Leadership for timekeeping related reports

• Upload personnel and other critical human resource records into Content Manager.

Who you are:
* Loves Helping Others: You are committed to outstanding customer service. You genuinely want to help people, and even when you cannot, you make sure you did everything possible.
* Organized and Detail-Oriented: You can keep track of multiple projects simultaneously and ensure they remain on track for successful, timely delivery. You approach tasks in a methodical and ordered manner. You check your work thoroughly, so every detail is right.
* A Pro at Prioritizing: You can prioritize work on a daily, weekly, and monthly basis, based on deadlines, importance, and impact on others. You successfully balance long-term projects with daily tasks.
* Clear Communicator: You are clear, direct, and honest, with others about what can and cannot be done, and when. When working collaboratively, you make sure others understand timelines, deliverables, and responsibilities.
* Enjoys Teamwork: You like to contribute to team-wide goals and outcomes. You value the importance of supporting others so they can do their work more effectively and efficiently. You pitch in, no matter the task, and help solve problems whether or not they are “yours.”
* Value Equity and Diversity: You recognize our collective responsibility to create and maintain an inclusive, respectful, and culturally responsive workplace.

At BES, we value our customers and partners; Portlanders’ sense of connection to their waterways; conscientious stewardship of our watersheds, wastewater and stormwater infrastructure, and financial resources; a diverse, collaborative, healthy, and engaged workforce; leadership among our employees and in our City and community; equity in our workplace, business practices, and service delivery; clear communication and transparency; innovative, sustainable, and resilient solutions.

BES is seeking talented individuals from diverse racial, ethnic, and socio-economic backgrounds with knowledge, ability, and experience working with a broad range of individuals and communities; and that desire to work collaboratively and creatively to broaden the variety of innovative ways to partner with and serve all Portland communities. To learn more about the work we do at BES, click on the link: www.portlandoregon.gov/bes/

Our BES 10-Year Strategic Plan can be found here: https://www.portlandoregon.gov/bes/75720

Questions?

Terrol Johnson, Recruiter

Bureau of Human Resources

terrol.johnson@portlandoregon.gov

To Qualify

Applicants must specifically address and demonstrate in their supplemental question responses and resume/work history how their education, training and/or experience, meets each of the following minimum qualifications:

1. Advanced office skills including typing, scheduling, proofreading, note-taking, filing, logistics
support, timekeeping, and related skills in using computers and other office equipment.
2. Ability to learn City organization, rules, policies, and procedures, including payroll, accounts
payable, human resources policies, labor contract provisions, and those specific to Bureau/Office or organizational unit.
3. Ability to maintain highly sensitive and confidential information, while exercising a high degree of tact, discretion, and diplomacy in sensitive situations.
4. Ability to prepare and maintain accurate concise, and confidential records.
5. Ability to organize, set priorities, and exercise sound judgment.

Applicants must also possess:

• A valid state driver's license and acceptable driving record at the time of hire.

The Recruitment Process

STEP 1: Apply online between July 1, 2024- July 15, 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.
  
• Salary Range/Equity Pay Analysis : Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent 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. All applications must be submitted via the City's online application process. Do not attach materials not requested . E-mailed and/or faxed applications will not be accepted.
  

STEP 2: Minimum Qualification Evaluation: Week of July 15 - July 22, 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.
  

STEP 3: Establishment of Eligible List: week of July 22, 2024

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

STEP 4: Selection (Interview): late July/early August

• Hiring bureau will review and select candidates for an interview
  

STEP 5: Offer of Employment: August

STEP 6: Start Date: TBD

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

Additional Information

Click here for additional information regarding the following:

• Click here for additional information regarding the following:
• City of Portland Core Values

Recruitment Process - Work StatusEqual Employment OpportunityVeteran PreferenceADA, Pregnancy, and Religious Accommodations Did you know? The City of Portland has How to Apply Videos and offers How to Apply Classes once per month. If you have questions after watching the videos you are invited to contact the recruiter listed on the announcement.

An Equal Opportunity/Affirmative Action Employer

A Career with the City of Portland offers many Employee Benefits

We offer a comprehensive benefits package, including but not limited to

• Health Care (Medical, Vision and Dental)
• Carrot Fertility
• Wellness Benefits
• Life Insurance
• Short- and Long-term disability coverage to eligible employees and their families.
• Employee Assistance Plan
• Flexible Spending Accounts
• Retirement
• Oregon Public Employees Retirement System (PERS), includingcontributions to the PERS IAP plan paid by employer
• Family Medical Leave
• City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers .

Closing Date/Time: 7/15/2024 11:59 PM Pacific

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