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Employee Resource Center Administrative Specialist

Company: City of Eugene
Location: Eugene
Posted on: December 2, 2019

Job Description:

Employee Resource Center Administrative SpecialistPrintApplyEmployee Resource Center Administrative SpecialistSalary$37,752.00 - $47,008.00 AnnuallyLocationEugene, ORJob TypeFull-Time RegularDepartmentCentral Services DepartmentJob Number02598Closing12/9/2019 5:15 PM Pacific

  • Description
  • Benefits
  • QuestionsGeneral Statement of DutiesEmployee Resource Center Administrative SpecialistThe Employee Resource Center Administrative Specialist is part of the Specialist teams that assist public safety and business operations. This position acts as a core asset to the success of the two teams. Areas of support include but are not limited to assisting with a variety of daily administrative tasks, marketing, research, and outreach activities that are critical to supporting the staff's complex projects, assisting internal and external customers in a way that reflects our commitment to excellence in customer service. This specific position will be a resource for all areas of the employee experience.Employee Resource Center Division The ERC Division is a part of the Central Services Department and supports all City departments in their full scope of employee processes starting with hiring and moving through onboarding, employee growth and development, training and development, compensation and classification structures plus supporting employees and supervisors through employee relations issues and aspects of managing our five union contracts. Work Schedule: Monday-Friday 8:00am-5:00pmDepartment / Division: Central Services / Employee Resource CenterWork Location: 940 Willamette Street, Suite 200Online Application OnlyApplication Deadline: 5:00 PM Monday, December 9, 2019Examples of Duties Performed - Duties may include but are not limited to the followingDaily Tasks:
    • Assist Specialist Teams with posting jobs through the online system software, preparing packets and materials for the teams and other administrative tasks that support recruitment and selection, onboarding new employees, benefits, and other program support duties.
    • Maintains and assists applicants applying for positions. Checks the internal email account for recruitment questions.
    • Answers general questions regarding processes within the scope of the positions authority and refers others to appropriate individuals within the Employee Resource Center.
    • Performs data entry in several computerized systems while maintaining a high level of accuracy and attention to detail.
    • Maintains, creates, and updates files and other office records based on retention schedules including personnel files.
    • Researches files and records for team requests.
    • Assist with designing and integrating a strategic communications plan to advance City of Eugene's brand identity, broaden awareness of jobs the City has available, and increase visibility across key stakeholder audiences.
    • Act as "brand ambassador", ensuring proper and consistent use of naming conventions, brand attributes and logos on all internal and external documents and material from the Employee Resource Center.
    • Support ERC specialists to develop and implement social networking strategies, develop content and monitor and respond to inquiries.
    • May run reports and pre-set queries from PeopleSoft and other internal applications
    • Prepares ad placements, forms, reports or communications for the Specialist Teams.
    • Provides system information from provider requests.
    • Assists with proofreading material to assure proper layout, grammatical composition and inclusion of pertinent information
    • Photocopying of material for trainings, meetings, team projects, or record requests.
    • Works in partnership with other administrative support staff including training and development for new employee orientation.
    • Acts as an integral team member of Employee Resource Center, participating in staff meetings, problem solving, process efficiencies and contributes to overall effective team work.
    • Actively supports diversity and works to maintain a respectful workplace environment
    • Performs other related duties as assigned.Our Ideal Candidate will possess the following experience and skills:
      • Broad experience working in an office environment
      • Possesses the ability to manage multiple tasks in a fast-paced collaborative environment
      • Ability to work in a team environment
      • Projects an eagerness to take on new tasks and responsibilities
      • Has the flexibility to manage and prioritize multiple tasks and requests with varying deadlines
      • Excellent writing documents, updating processes, scheduling, and proof-reading.
      • Ability to work effectively on tasks and address questions as they come up from staff or customers
      • Possess the ability to be a self-starter and proactive with their tasks or projects
      • Has the ability to learn a new task quickly and demonstrate an understanding of what is being asked to completeEffective Communication
        • Highly competent at communicating messages in both written and verbal form
        • Experience with adjusting communication style to be appropriate to an audience based on their role, the topic, and the specific audience with which they are interacting.
        • Ability to effectively listen.
        • Ability to be pro-active with different marketing and retention strategies that will include calling and scheduling in-person meetings with business organizations.Technical and Analytical
          • Solid Excel, Outlook, Word and PowerPoint skills, as well as experience with other Microsoft Office programs
          • Has the ability to learn new systems and applications quickly and effectively
          • High attention to detail.
          • Demonstrates problem solving skillsQualificationsSee Administrative Specialist for information about knowledge and skills needed in this position, and additional general information in this classification.EducationHigh school diploma or GED. Post-secondary course work in office assistant or administrative assistant areas desirable.Experience Two years of full time general office experience; Human Resources, supporting marketing or outreach efforts, research and development experience is preferred.Other combinations of experience and education that meet the minimum qualifications may be substituted.License A valid Oregon driver's license or, the ability to obtain by date of hire; must pass driving records check and, if hired, maintain a driving record that meets the City's standard. Oregon law requires that an out-of-state license holder must obtain a valid Oregon license (with appropriate endorsements) within 30 days of becoming domiciled in the state (ORS 803.355).Must Pass Police Background CheckSupplemental InformationSelection ProcessApplicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required. Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment.DUE TO THE VOLUME OF APPLICATIONS RECEIVED BY THE CITY, GENERALLY, ONLY APPLICANTS SELECTED FOR FURTHER CONSIDERATION (TESTING, INTERVIEWS) WILL BE CONTACTED.Current information about the status of a job posting is available by going to and selecting "Job Posting Status."The City of Eugene complies with the Americans with Disabilities Act of 1990. Any applicant with a qualified disability under the Americans with Disabilities Act may request accommodation by contacting an employment coordinator at (541) 682-5061.In compliance with the Immigration Reform and Control Act of 1986, the City of Eugene will request all eligible candidates who accept employment with the City to provide documentation to prove they are eligible for employment in the United States.The City of Eugene is committed to a work environment which values the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally competent service to all members of our community. As part of our commitment to diversity, the City continues to be an affirmative action/equal opportunity employer. Women, people with disabilities, and persons of color are strongly encouraged to apply.If a job posting indicates this position is temporary (not limited duration) then the employee serves at will. Temporary employees do not receive benefits through the City of Eugene unless required by City, State or Federal code/statute.RepresentationEmployees in this classification are represented by American Federation of State, County, and Municipal Employees (AFSCME), and their salaries may be subject to a monthly payroll deduction after 31 days of employment.Salary and BenefitsThe normal starting salary is the first step shown on the posting. Other placement in the salary range may be considered depending on qualifications and experience. Periodic advancement through the salary range is dependent upon merit. The City provides a full range of benefits, including holidays, vacation, sick leave, retirement benefit, and life insurance. Health, dental, and vision benefits are available.To view a summary of benefits, benefit premium rates, and/or the AFSCME contract click the respective link. Click here to view information about Total Worker Health.

Keywords: City of Eugene, Eugene , Employee Resource Center Administrative Specialist, Administration, Clerical , Eugene, Oregon

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