The Human Resources Departmant is excited to announce the rare opportunity to join our hard-working and efficient team. We are looking for a friendly, approachable co-worker who is flexible, a good communicator, creative, and works well in a team environment. The successful candidate will be a self-starter who enjoys providing high-quality customer service and is able to prioritize and pivot as needed throughout a work day. If you enjoy performing a wide variety of tasks, and also the ability to accomplish large, high-detail work tasks, this could be the role for you!

This in-office position provides clerical support to the Human Resources and Volunteer Services Divisions of Administration. The incumbent effectively utilizes technology to track a variety of data, scans and files a wide variety of documents into an electronic document management system, updates division website pages, maintains filing systems, and performs citywide mail runs. Additional tasks include assistance with meeting and event preparation and set up/tear down. This is a confidential classification.

Assists Human Resources staff with recruitments through completing a variety of tasks including but not limited to: creating panel binders and distributing as required, scheduling interviews with candidates, receiving candidates and guiding them to appropriate interview location, explaining interview process to job applicants, communicating verbally and in writing to applicants regarding hiring process and status, ordering and/or delivering interview panel lunches, proctoring tests; processing background checks and reporting information back to managers and recruiter; scheduling pre-employment medical exams; posting jobs to a variety of job boards.

Assists Human Resources staff with onboarding of city staff: Prepares medical and personnel files. Creates orientation packets. Copies and distributes pre and post hire documentation to city staff regarding incoming employees; uploads data regarding candidates and new employees into a variety of software programs. Tracks completion of employment related paperwork. Coordinates with police department for new employee ID badges.

Processes city mail including collection and distribution, running of the mail meter, assigning postage, and delivery to the post office.

Updates the City’s intranet site and coordinates additions and corrections of information with department liaisons. Regularly reviews site for accuracy.

Updates Human Resources and Volunteer Services website, and internal intranet and SharePoint pages to reflect up-to-date information, under supervision and direction of the Human Resources Manager or Director creates and publishes new pages.

Maintains Human Resources and Volunteer Services digital and paper records, including maintaining employee and personnel and confidential files in accordance with City policy and State archiving requirements. Maintains employee data in Human Resources Information System (HRIS) and/or Payroll modules of the City’s Financial system. Assists HR personnel by retrieving files from archives and making copies as necessary. Assists with records retention. Assists with responses to public records requests.

Assists in conducting research for classification and compensation studies; Provides assistance to other agencies regarding general requests regarding City job specifications and pay rates.

Assists and acts in a confidential capacity to the Human Resources Director and the Human Resources Manager. Assists with bargaining preparation, creating binders and collecting data on comparator agencies, and perform research regarding bargaining issues and strategies. Takes minutes at bargaining sessions.

Assists with Employee Appreciation and Volunteer Appreciation events; including planning and purchasing, logistics, event set up and tear down, attendance at event to provide check in and other services; and coordination and communication with other stakeholders and attendees.

Tracks a wide variety of data and events within online and manual systems, including but not limited to, performance appraisals, wellness events, training and budget documents. Creates a variety of digital reports for both Human Resources and Volunteer Services.

Regularly updates HR software programs to ensure current and accurate records and reports, Including but not limited to Springbrook, and Neogov Learn, Perform, Insight, Springbrook, and Onboard.

Participates on Employee Engagement Committee. Orders and organizes staff recognition service awards in preparation for all employee meetings. Creates service award certificates; orders service name badges. Monitors service award inventory.

Participates as the recording secretary for the Safety Committee, taking and distributing minutes.

Acts in a courteous, respectful, and professional manner. Is responsive to internal and external requests. Creates and maintains a supportive work environment. Treats all employees with respect. Cultivates and maintains internal and external professional relationships to the benefits of the City. Able to exhibit a high level of confidentiality.

Drives to city facilities, vendors, training programs, and meetings as necessary.

NON ESSENTIAL FUNCTIONS

Monitors recruitment inbox and answers or disseminates candidate or vendor questions as appropriate.

Tracks and notifies city staff regarding excessive vacation accruals.

Coordinates and proctors testing for employees in regard to skill-based premiums.

Downloads and inputs FMLA hours into spreadsheets for tracking purposes.

Assists with volunteer recognition events.

Assists with records retention.

Acts as back up for payroll hours entry and general department reception.

Runs a variety of errands as requested.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to communicate effectively with candidates, volunteers, and city staff.

Computer Skills: To perform this job successfully, an individual should have working knowledge of word processing, spreadsheet, and database software and order processing systems. Ability to learn and utilize a large variety of software programs. Ability to effective input and extract data and create reports. Ability to update web pages.

Other Skills and Abilities: Working knowledge of standard office practices and procedures. Working knowledge of business English, spelling, composition and punctuation. Reasonable knowledge of department rules, regulations and procedures or the ability to obtain such knowledge during a training period. Demonstrated ability to organize, file and maintain accurate records. Ability to type accurately from rough drafts. Ability to establish and maintain effective working relationships with the public and other employees. Ability to deal with upset or emotional people in a professional manner. May require or prefer specific knowledge, skill, ability or training in specific area or department of assignment.

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED) including some training in general clerical/office skills. Minimum of two years experience in general office work which would include typing, filing, copying, telephone answering, greeting the public, or related functions. Any satisfactory equivalent combination of education and experience which ensures the ability to perform the work may substitute for the above.

PHYSICAL DEMANDS & WORK ENVIRONMENT: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand and walk; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

HOW TO APPLY: Applications must be filed online at http://agency.governmentjobs.com/tualatinor/default.cfm. Cover letters are requested.

If you have a general question regarding the recruitment, contact Human Resources at recruitment@ci.tualatin.or.us.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. The City will consider any equivalent combination of knowledge skills education and experience to meet minimum qualifications. If you think you are interested in applying, we encourage you to think broadly about your background and skillset for the role.