Administrative Specialist I - CPPW
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Administrative Specialist I - CPPW
Salary
$29.82 - $41.75 Hourly
Location
Portland Building, 1120 SW 5th Ave, OR
Job Type
Regular
Remote Employment
Flexible/Hybrid
Job Number
2026-00799
Bureau
Bureau of Human Resources
Opening Date
08/31/2026
Closing Date
9/7/2026 11:59 PM Pacific
Description
Benefits
Questions
The Position
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 (https://www.portland.gov/policies/human-resources-administrative-rules/employee-behavior-expectations/hrar-4045-employee#toc-geographic-work-location) .
Union Representation: City of Portland Professional Workers Union (CPPW). To view this labor agreement, please click here (https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements) .
Starting Pay: The City of Portland follows the Oregon Equal Pay Act. (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) 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
To Qualify
Applicants must demonstrate how their education, training, and experience meet each of the minimum qualifications listed below:
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.
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.
The Recruitment Process
How to Apply:
Submit your resume and responses to supplemental questionsby the closing date.
(Optional) Submit Veterans' Preference documents (https://www.portland.gov/bhr/career-center/application-tips#toc-veterans-preference) , if applicable.
If this is your first time applying with the City of Portland, or if you haven't requested veteran preference before (and would like to now), please attach your DD214-Member 4 and/or VA Benefit Letter to your application. Once we verify your eligibility, we'll record your veteran preference in our system, so it automatically applies to your future applications.
Click here for application tips for resume, supplemental question response and/or cover letter. (https://www.portland.gov/bhr/career-center/application-tips)
What to Expect:
Application Review - (Week of September 7th): We'll review your application materials to ensure you meet the minimum qualifications listed above.
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 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes) .
Selection Process - (Late September): The hiring bureau will review qualified applications, conduct interviews, and check references.
Conditional Job Offer - (Early October): Final candidates may undergo a background or driving record check, depending on the position.
Additional Information
Learn More About:
How to Apply Videos and Workshops (https://www.portland.gov/bhr/career-center/apply-city-jobs)
City of Portland Core Values
HRAR-3.01 - Recruitment Processes (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes)
Veteran Preference Information
Total Compensation and Benefits (https://www.portland.gov/bhr/career-center/total-comp-package)
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
Tamela.Ressler@portlandoregon.gov
Bureau of Human Resources
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
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
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 (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .
01
We sincerely value your time and hope to make your application experience as positive as possible.
The following supplemental questions are an important step in the examination and selection process to assist us in determining if you possess the knowledge, skills, and abilities to succeed in the posted vacancy.
A lack of a complete and thorough response to each of the supplemental questions in the space provided may result in disqualification from the examination. In addition, the selections you make and responses you provide in the questionnaire must accurately reflect what is documented in your resume.
Have you read and understood the information listed above?
Yes
No - If you have any questions, please contact the recruiter on the announcement.
02
Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)
03
The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process)
My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.
You may release my application; I am waiving confidentiality.
04
Minimum Qualification 1: Please describe your experience providing administrative or operational support in a professional office work environment. (Limit your response to 1-2 paragraphs).
05
Minimum Qualification 2: Please describe your experience processing records, forms, or transactions that required accuracy and confidentiality. In your response, include the @types of records or transactions you handled (e.g., personnel files, invoices, applications), the steps you took to ensure accuracy, and how you maintained confidentiality. (Limit your response to 1-2 paragraphs)
06
Minimum Qualification 3: Please describe a time when you managed multiple tasks and deadlines. In your response, include the @types of tasks you were responsible for, how you organized and prioritized your work, and any tools or methods you used (e.g., calendars, task lists, trackers, excel). (Limit your response to 1-2 paragraphs)
07
Minimum Qualification 4: Please provide an example of how you deliver effective customer service. In your response, include who you were assisting (e.g., public, staff, vendors), the nature of the request or issue, and how you communicated clearly and respectfully. (Limit your response to 1-2 paragraphs)
08
Minimum Qualification 5: Please indicate which of the following systems and tools you have experience using (Select all that apply):
Microsoft Outlook (email, calendaring)
Microsoft Word (document creation/editing)
Microsoft Excel (data entry, basic spreadsheets)
Records management or filing systems (electronic or paper)
Timekeeping or payroll systems (e.g., SAP, Oracle, Workday, Workforce)
Procurement or purchasing systems (e.g., requisitions, invoices)
Data entry or database systems
Customer service or ticketing systems
Shared drives or document management systems (e.g., SharePoint, OneDrive, Trim)
None, I don't have experience using any of these systems or tools.
09
Preferred Qualifications: Although not required for this position, please provide details for any of the following preferred qualifications. Information provided in this section will not be considered during the minimum qualification review. Please select the experience that you have (check all that apply)
Prior experience in the government or public sector providing administrative support in a labor union environment.
Prior experience supporting interview and hiring coordination.
Required Question
Employer
City of Portland
Address
1120 SW 5th Ave, Room 987 Portland, Oregon, 97204
Website
http://www.portland.gov/jobs
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