Salary: $25.02 - $30.42 Hourly
Location : Hillsboro, OR
Job Type: Full Time Regular
Job Number: 24/25-002-HR
Department: Human Resources
Opening Date: 09/07/2024
Closing Date: 9/22/2024 11:59 PM Pacific
FLSA: Non-Exempt
THE POSITION

Washington County Department of Human Resources is now hiring an Administrative Specialist II to join our team. This position is located at the front desk of the department and will provide high-level customer service to employees and members of the community.

Duties of this position include:

• Welcoming new employees to the county and supporting the onboarding process by conducting I-9 verifications, using USCIS's E-Verify platform to confirm employment authorization and printing/provisioning employee ID cards.
• Creating and maintaining personnel files and overseing I-9 and other document retention in compliance with applicable laws and regulations.
• Partnering with the Front Office Team to conduct periodic audits and ensure that operations comply with applicable laws and regulations, manage office supply inventory and purchasing, and providing ad hoc administrative support to the HR leadership team (e.g. preparing slide decks, scheduling meetings, developing agendas, contract administration, etc.).
• Answering calls and responding to voicemails (including county-wide switchboard operations).
• Coordinating with supervisors to ensure that employees complete new hire paperwork, I-9 verifications, and other compliance-driven tasks within the required time frame.
• Collaborating with the benefits and leaves team to administer transit passes and other benefits for new hires.
• Helping create a welcoming and inclusive environment in the office.
• Responding to employment & income verification, Federal Public Student Loan Forgiveness (FPSLF), Public Records and other ad hoc requests to support county employees as needed.
• Monitoring department inboxes and ensuring that emails are responded to efficiently.
• Supporting county fleet operations by checking in and out vehicles to employees.
• Creating and maintaining up-to-date process documentation for assigned duties and functional areas.
• Responding to county employees' general inquiries and questions.
• Supporting Washington County's Employee Recognition Program.
• Acting as the team's primary Human Resources liaison for Recruitment, Personnel Actions, and Onboarding work orders.

Our Ideal Candidate will be collaborative and team-oriented, comfortable multi-tasking and the ability to adapt and work through a high volume of interruptions. They will have high attention to detail, strong written and verbal communication, and will be able to build effective workplace relationships with diverse stakeholders. The Human Resources department has undergone significant changes in leadership, systems, and approach to work. An individual that finds change and innovation invigorating, and is driven to find opportunities to be creative through process improvement and documentation will be successful in this role. Proficiency with Microsoft Applications including Teams, SharePoint, Excel, Outlook, and PowerPoint is preferred.
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role, even if you believe you do not meet all the hiring criteria described above.
To review this classification, and a complete list of knowledge skills and abilities, please use this link:
MINIMUM QUALIFICATIONS

Education and Experience:

• A high school diploma or equivalent; and
• Three (3) years of progressively responsible experience providing administrative or clerical support.
• Possession of Microsoft Office Specialist (MOS) or other applicable certifications may substitute for up to one (1) year of the experience requirement.

Additional Requirements:

• This position is required to pass a criminal background check post offer.

SUPPLEMENTAL INFORMATION
Selection Process

1. MQ Review: HR will screen applications for minimum qualifications after the posting closes.
2. Preferred Qualification Review: Applications for candidates that meet minimum qualifications will be forwarded to a panel of subject matter experts (SME) who will review and score your application materials. This process may take up to 2 weeks.
3. Panel Interview(s): Our goal is to schedule panel interviews with candidates who meet the minimum qualifications and preferred qualification reviewas soon as possible.

Our Commitment to You
We are committed to using a merit-based system in which recruiting, selecting and advancing employees is based on their relative knowledge, skills and abilities. Washington County values a culture of equity, diverse perspectives and life experiences. Our organization embraces innovation, collaboration and work-life balance. We offer job stability, a comprehensive benefits package and an opportunity to serve and support our diverse community. We are an equal opportunity employer with a commitment to diversity and an inclusive workforce. Women, minorities, veterans and people with disabilities are encouraged to apply.

• Veterans' Preference: If you are a veteran and would like to request veterans' preference points for this recruitment, please review instructions using this link:
• Accommodation under the Americans with Disabilities Act: A reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in the selection process for this recruitment. To obtain confidential assistance, please contact Human Resources at 503-846-8606 or at least 48 hours before the step(s) of the selection process for which you feel you need an accommodation.

Additional Resources

• New to GovernmentJobs.com?Visit for a comprehensive, step-by-step guide on the application process. Need technical support? Call Government Jobs' Live Application Support at 855-524-5627.

Questions (?) Regarding This Recruitment Elle Krueger, Talent Acquisition Business Partner
This is a non-represented position and is not covered by a collective bargaining agreement.
Regular and limited duration full-time employees working 30 hours or more per week and job share employees are eligible for benefits beginning on the first of the month following employment. Job share employees are responsible for 50% of the premium. Part-time regular, variable hour, and temporary positions are not eligible for medical, dental, and vision benefits.
Check Out Our Award-Winning Benefits & Wellness Program!
Washington County values your dedication to lead the future of our community through public service. Our total compensation package, which is comprised of more than just your annual salary, was built to show our commitment to the physical and financial health and wellbeing of you and your family. Your total compensation package includes a comprehensive benefits program with medical, dental, and vision coverage at up to 95% employer paid ! Other benefits you'll enjoy as part of your total compensation package include:

• Paid Time Off - 11 paid holidays including one floating holiday, 12 vacation days for new employees (accrual rates increase based on length of service), AND up to 96 hours of sick leave per year (unused sick leave accumulates from year to year without limit to provide pay and security if needed).
• Wellness Program - Washington County has been named one of Oregon's Healthiest Employers by the Portland Business Journal for the past 7 years. We are proud to receive this award and will continue to make your health and wellbeing a priority by providing resources and support to help you and your family live and work well. Resources include smoking cessation, weight management, and stress management classes (online or telephonic with a personal health coach); discounts on gym memberships, fitness activities, and sports tickets; and Health & Wellness events and onsite flu shot clinics.
• Alternative Care Coverage
• Health Care and Dependent Care Flexible Spending Accounts (FSAs)
• Employee Assistance Program (EAP)
• Life and Disability Insurance (both County-provided and voluntary)
• Oregon Public Employees Retirement System (PERS)
• 457b Deferred Compensation Plan
• Emergency Travel Assistance
• TriMet Hop Card at no cost to the employee
• Bike lockers and repair stations
• A charitable giving program
• Oregon College Savings Plan

To learn more about our Benefits and Wellness program and view our current benefits guide, plan summaries, and premium rates, click here
Already have medical, dental, and vision coverage? No problem! Full-time employees who choose to waive medical, dental, and vision coverage will receive a $125 monthly contribution into a tax-free Health Reimbursement Arrangement (HRA) VEBA account, which can be used to reimburse you for qualified out-of-pocket medical care costs, such as copays, deductibles, and prescription drugs. HRA accounts offer many benefits including significant tax savings, and no annual "use it or lose it" requirement. Proof of other creditable coverage is required.
01

Education: Do you possess a High school diploma or equivalent, such as a GED?

• Yes
• No

02

Experience: Select your years of progressively responsible experience providing administrative or clerical support. This experience must be clearly outlined in the duties section of your application.

• 8 or more years of experience
• 7 years but less than 8 years of experience
• 6 years but less than 7 years of experience
• 5 years but less than 6 years of experience
• 4 years but less than 5 years of experience
• 3 years but less than 4 years of experience
• Less than 3 years of experience
• No experience

03

Do you possess a Microsoft Office Specialist (MOS) or other applicable certifications? (If you select "Yes", a copy of certification must be attached to your application)

• Yes
• No

04

Experience: Please select your cumulative years of experience in customer service in office settings by phone or in person.

• 10 or more years of experience
• 9 years but less than 10 years of experience
• 8 years but less than 9 years of experience
• 7 years but less than 8 years of experience
• 6 years but less than 7 years of experience
• 5 years but less than 6 years of experience
• 4 years but less than 5 years of experience
• 3 years but less than 4 years of experience
• 2 years but less than 3 years of experience
• 1 year but less than 2 years of experience
• 6 months but less than 1 year of experience
• Less than 6 months of experience
• No experience

05

Experience: Select your years of experience with electronic and/or hard copy filing and record-keeping.

• 10 or more years of experience
• 9 years but less than 10 years of experience
• 8 years but less than 9 years of experience
• 7 years but less than 8 years of experience
• 6 years but less than 7 years of experience
• 5 years but less than 6 years of experience
• 4 years but less than 5 years of experience
• 3 years but less than 4 years of experience
• 2 years but less than 3 years of experience
• 1 year but less than 2 years of experience
• 6 months but less than 1 year of experience
• Less than 6 months of experience
• No experience

06

Preferred Experience: Select your years of experience providing Human Resources support, especially I-9 and personnel file management. This experience must be clearly outlined in the duties section of your application.

• 8 or more years of experience
• 6 years but less than 7 years of experience
• 5 years but less than 6 years of experience
• 4 years but less than 5 years of experience
• 2 years but less than 3 years experience
• 1 year but less than 2 years of experience
• Less than 1 year of experience
• No experience

07

Please select the level of proficiency you possess working with Microsoft Excel spreadsheets or equivalent.
Please use the following definitions when responding to this question.
A beginner possesses fundamental spreadsheet knowledge and can create and format spreadsheets, copy data, and create formulas and functions to calculate data.
In addition to the above, an intermediate level user can work with multiple worksheets, create and perform complex mathematical calculations on spreadsheet data, sort and filter lists, customize spreadsheets and create custom templates.
An advanced level user can use the VLookup function and problem solving tools, link and consolidate multiple workbooks, use Advanced Filter to find data and copy to another location, create pivot tables and automate repetitive tasks and procedures.
Select if you are a beginner, intermediate or advanced level user.

• No experience using Microsoft Excel or equivalent
• Beginner
• Intermediate
• Advanced

08

Please select the level of proficiency you possess working with Microsoft Outlook or equivalent.
Please use the following definitions when responding to this question.
A beginner possesses fundamental knowledge of creating, sending, reading, and deleting electronic messages; organizing email by moving messages into custom folders that have been created; and managing calendars by changing calendar views, setting appointments and setting recurring appointments.
In addition to the above, an intermediate level can schedule meetings, including how to invite attendees, view free and busy times of potential attendees, track meeting responses and update meeting requests; how to setup a contact list, how to create a task list, and how to create notes; create and use rules for managing mail and notifying senders that you or a manager will be out of the office.
An advanced level user can customize an Outlook environment, calendar and mail messages to meet specific needs and track, share, assign and quickly locate various Outlook items; set message options such as delivery options and message formats; create and manage distribution lists for sending messages to groups; create folder permissions and roles; delegate access to others and access to another user's folder and filter messages, organize messages and manage junk mail.
Select if you are a beginner, intermediate or advanced level user.

• No experience using Microsoft Outlook or equivalent
• Beginner
• Intermediate
• Advanced

09

Please select the level of proficiency you possess working with Microsoft Access or equivalent.
Please use the following definitions when responding to this question.
A beginner possesses fundamental database knowledge and can examine the components of a database, work with tables, manage data in a table, query a database, design forms and generate reports.
In addition to the above, an intermediate level user can restructure data into appropriate tables to ensure data dependency and minimize redundancy, write advanced queries to analyze and summarize data, create and revise Microsoft Access macros, customize reports by using various Microsoft Access features and maintain their databases using Microsoft Access tools.
An advanced level user can share Access data with other applications, use VBA to automate a business process, create and modify a database switchboard and set the startup options, secure and distribute databases and share databases using a SharePoint site.
Select if you are a beginner, intermediate or advanced level user.

• No experience using Microsoft Access or equivalent
• Beginner
• Intermediate
• Advanced

10

Please select the level of proficiency you possess working with Microsoft PowerPoint or equivalent.
Please use the following definitions when responding to this question.
A beginner possesses fundamental presentation software knowledge and can create a presentation, format text on slides, add graphical objects to a presentation, modify graphical objects on slides, work with tables in a presentation, import charts to a presentation and prepare to deliver a presentation.
In addition to the above, an advanced level user can modify the PowerPoint environment, customize design templates, add SmartArt to a presentation, work with media and animations, collaborate on a presentation, customize a slide show and secure and distribute a presentation.
Select if you are a beginner or advanced level user.

• No experience using Microsoft PowerPoint or equivalent
• Beginner
• Advanced

Required Question