The City of Springfield seeks an Administrative Specialist to join our dynamic Human Resources (HR) team. HR serves as a strategic partner with City departments and delivers a variety of services and programs that align with City Council goals. The Administrative Specialist is the first point of contact for employees and community member inquiries. The purpose of this position is to provide customer service through clerical, administrative and technical support for HR staff in a generalist role. HR is committed to making the City a great place to work. If you share our passion for delivering outstanding customer service, we encourage you to apply!
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Responding to front counter and phone inquiries
Conducting new hire orientation and assisting recruitment and volunteer programs
Processing personnel paperwork in the HRIS database
Supporting collective bargaining processes, attending meetings, and taking minutes
Completing budgeting and financial tasks, such as monitoring transactions and budget allocations
Ordering equipment and supplies
Scheduling staff trainings, events, and coordinating travel
Resolving concerns and complaints and referring inquiries/concerns as appropriate
Providing information and serving as a liaison between the public and technical/professional staff
Overseeing and maintaining various files and records
Collecting data, preparing letters and a variety of documents
Maintaining safety data sheets online
Actively supporting an inclusive and respectful work environment.
Participating on various committees, as needed
Please see attached Job Addendum for additional information about this position.
Associates Degree or two year technical certificate, and sufficient experience as necessitated by the competency level in the position:
3-5 years of progressively responsible administrative support experience (Grade B22: Journey Level)
5 or more years of progressively responsible administrative support experience (Grade B23: Advanced Level)
Preference may be given for:
Previous human resources experience
Previous file maintenance and retention utilizing Laserfiche or a document management program
Previous experience utilizing PeopleSoft or related HRIS database
Previous benefits administration experience
Ability to speak Spanish
Any equivalent combination of knowledge, skills, education and experience may be considered qualifying.
Licensing and Certification:
Valid Oregon Drivers License at time of appointment.
Knowledge, Skills and Abilities:
Performing work involving independent judgment and requiring accuracy and speed
Creating and maintaining orderly and accurate records, files, and file systems
Gathering, compiling, organizing and interpreting information
Customer service methods and principles, including de-escalation skills
Basic mathematical, accounting and budgeting principles
Modern office methods and practices
Report preparation techniques
English language and grammar
Developing and maintaining respectful and inclusive work relationships
Using computers and related software applications (ex: Microsoft Office Suite, Adobe, etc.)
Communication, interpersonal skills as applied to interaction with coworkers, management, the general public, etc. sufficient to exchange or convey information and to receive work direction.
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. Incumbents may be subject to travel.
Selection and Interview Process:
Top candidates will be invited to interview and candidates will be emailed directly with additional information.
As a part of our selection process, it will be necessary for candidates to provide the names and email addresses of up to five professional references (including two managers) that can provide information on work performance. To avoid any delay in the process, we ask candidates to start gathering reference information now (name, email address, contact info and time period you worked together). Additional information regarding reference checking will be emailed to candidates at a later date through the SkillSurvey Pre-Hire 360 system.
All testing and selection processes will be done in accordance with the Oregon Veterans Preference in Public Employment Law.
How to Apply:
The on-line Application and Qualifying Questionnaires must be received electronically prior to the closing date/time listed at the top of this job posting. Please review our Tips for Applying page for more information about how to complete your application materials. The Apply for this Job link below will start the application process. You are allowed to upload a copy of your resume and/or cover letter as part of the application, but these two items are not required unless otherwise indicated in the posting. After completing the application, the questionnaire(s) and the voluntary EEOC form follow. The last page of the application process allows you to print your application information if you choose. You are not allowed to review your information after moving to the next page of the process.
Before clicking Apply for this Job below, please preview the application and questionnaires (both can be viewed by clicking on the links below). Once you begin the online application process you will not be able to save your work and return at a later time. Most applicants prepare their application materials ahead of time using word-processing software and then cut and paste their responses into the online application. The application only allows for four employers as part of your work history. Please use the form (linked below) to include additional work history. Email completed form to HR@springfield-or.gov before the closing date/time of this posting.
Applicants who include a valid email address will receive a system-generated email verifying that the application has been received. If you do not receive a system-generated email verifying receipt of your application, your application may not be eligible for consideration for this position. We recommend that you add our email domain (@springfield-or.gov) to your "safe senders" list in your email software to ensure that you receive communication from us. Please contact us at 541-726-3705 if you have any questions.
Veterans Preference Points:
The City of Springfield recognizes the extensive contributions of men and women who have served in the Armed Services. As a veteran, you may be entitled to preference when seeking employment with city government. If you would like to claim Veteran's Preference points, please submit a completed form (linked below) along with the appropriate documentation prior to the closing date listed at the top of this job posting. You may submit your documents via mail, email, fax or in person (please see form for contact information). If you have any questions, please contact Human Resources at 541-726-3705 or HR@springfield-or.gov for more information.
Additional Information and Forms:
Work History Continuation Form
Veteran's Preference Form
NOTE: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.