Administrative Specialist - CPPW

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, .
Union Representation: City of Portland Professional Workers Union (CPPW). To view this labor agreement, please .

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.

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.

• 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,  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:

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

• 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.

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

Tamela Ressler, Senior Recruiter Tamela.

Ressler Bureau of Human Resources