Human Resources Administrative Support Specialist

: Initial Posting Date: 02/01/2024 Application Deadline: 02/08/2024 Agency: Department of Justice Salary Range: $3,386 - $4,918 Position Type: Employee Position Title:

• Human Resources Administrative Support Specialist

: "I'm on it!" Those words sum up the 'can do' attitude of our team working in the Human Resources Section (HR) of the Administrative Services Division, whose core mission is to provide central support services for the Oregon Department of Justice . At this time, we are seeking a reliable self-starter to serve as our HR Administrative Support Specialist (Administrative Specialist 1). In the position, you will assist the agency and HR professionals in a variety of areas. For example, you will charm our customers and guests with your service-minded approach while providing reception coverage, and you will wow us with your word and data processing abilities. If you are engaging, eager to help, and dependable, a day won't go by that you don't feel wildly appreciated. We are a dynamic group who will help to guide you as you learn the ropes, and we'll celebrate your successes. This is a hybrid position of remote and in-office work. The majority of the work will take place in office, although there will be an opportunity for part-time remote work. At this time, the position is Limited Duration through June 30, 2025, although the plan is to secure permanent funding for this position. With current managers approval, a rotational opportunity may be available for State of Oregon employees. Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. Please know, 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. Experience in state government isn't necessary, whereas, aptitude and an eagerness to learn and help others is essential. We encourage everyone who meets the basic requirements of the position to apply. What are you waiting for, apply now! REQUIRED

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data;

OR

• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data;

OR

• An equivalent combination of education and experience.

AND

• Must possess knowledge in the effective use of database, word processing, and spreadsheet software (i.e., Microsoft Office).
• Demonstrated experience communicating effectively both verbally and in writing.
• Demonstrated ability to effectively prioritize and manage work in order to meet competing deadlines.
• Must be committed to maintaining strict confidentiality of employee information and management actions.
• Must value and be committed to workforce diversity, equity, and inclusion efforts.
• References must describe a history of performing duties in a manner that promotes customer service and harmonious working relationships and a practice of treating all persons with courtesy and respect.

DESIRED SKILLS, EXPERIENCES, AND ATTRIBUTES Knowledge of, experience in, OR demonstrated ability to master many the following.

• Support experience in a private- or public-sector human resource environment OR with a similar professional and service-minded employer.
• A proactive approach to assignments and driven by results; we get stuff done!
• A background performing research, compiling findings, and manipulating data.
• Cool under pressure; there will be days when we all need you the most and you will have to prioritize our needs.
• Able to plan and perform assignments with minimal supervision.
• Good judgement; knowing when an expert may be necessary.
• Active listening and problem-solving skills.
• An effective, proactive, and poised communicator; able to connect with a diverse workforce, including attorneys, division heads, technical and support staff, as well as client agencies and union leaders.
• A positive outlook and growth mindset; able to own mistakes and learn from them, building greatness without an ego.
• Desire and ability to proactively learn and master new technical and business skills.
• Experience processing transactions in an HRIS system or database; we use a system called Workday.

APPLICATION PROCESS

• Click "Apply" and complete the online application and all supplemental questions.
• Attach your resume.
• Attach your cover letter.

ALL APPLICANTS: You will only have one opportunity to upload the required resume and cover letter. Drag and drop both resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both requested documents didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact View email address on us.edajobs.com . Any materials emailed will be associated on your behalf if received before the posting deadline. CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply" , update your employee profile to reflect your Education, Skills, and Job History (including your current job). SAMPLING OF DUTIES

• General reception responsibilities; greet visitors, answer telephone, and respond to faxes and emails.
• Process and distribute incoming and outgoing mail.
• Draft and distribute correspondence.
• Maintain office supplies and equipment.
• Explain rules and procedures regarding FMLA/OFLA and ADA to staff; coordinate initial contact for new requests and packet delivery for FMLA/OFLA and ADA packets.
• Schedule meetings and assist with the maintenance of calendars for the HR Director, Deputy Director, and Senior HR Business Partners.
• Maintain a general familiarity with Workday business processes.
• Coordinate onboarding documentation and tasks; work with HR Assistant as appropriate; monitor effectiveness of onboarding process and make recommendations to improve efficiency.
• Provide back up support to the HR Assistant as needed.
• Provide administrative support to the agency safety and wellness committees; minutes preparations, scheduling meetings, information gathering and research, other administrative duties.
• Coordinate the creation of records maintenance and archiving processes.
• Create, maintain, audit, archive, and purge records in accordance with DOJ/DAS policy and applicable legal/statutory requirements.
• Provide confidential administrative support to the HR Director, Deputy Director, and Senior Business Partners in bargaining efforts; create and maintain bargaining materials, and compile information and data as requested.
• Other duties and special projects as assigned.

Members of management services are responsible for: understanding the agency's affirmative action goals and objectives; recognizing and championing the value of individual and cultural differences, and contributing to a work environment where individuals' differences are valued; consistently treating colleagues, customers, and stakeholders/partners with dignity and respect; and supporting outreach and diversity-related efforts in order to diversify the workforce. WHAT'S IN IT FOR YOU

• Full-time employment as a member Management Services.
• Vacation, sick leave, 11 paid holidays a year, and special days off.
• Excellent medical, vision, and dental.
• Pension and retirement programs.
• Opportunity to expand your professional skills.

For more information about our benefits, you can learn here . Diversity is a core value of the Department of Justice and the Human Resources Department. We are working to build and maintain a diverse, inclusive and equitable work environment. Every employee expands our diversity through varied experiences and perspectives, and by contributing to the range of ways to understand and communicate with one another, identify challenges, and work cooperatively. Candidates from diverse backgrounds are encouraged to apply. The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age or disability, and is committed to workplace diversity. For additional information regarding working for the Department of Justice and application assistance, click HERE. Oregon Department of Justice 1162 Court St NE Salem, OR 97301 View email address on us.edajobs.com Phone: View phone number on us.edajobs.com Fax: View phone number on us.edajobs.com