What are the responsibilities and job description for the Payroll Specialist (Administrative Specialist I-CPPW) position at City of Portland?
About the position
Union Representation: This classification was recently recognized as represented by a new labor union, City of Portland Professional Workers (CPPW). Terms and Conditions are currently being negotiated as part of a new CPPW collective bargaining agreement. To view labor agreements, current and future, please visit https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements
Application Materials: Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume.
Position Summary
This position is responsible for performing a variety of time and payroll functions for the Public Safety bureaus. This position will primarily support the Portland Police Bureau (PPB). The other internal customers for Public Safety include the Portland Bureau of Emergency Management (PBEM), Portland Fire & Rescue (PF&R), and the Bureau of Emergency Communications (BOEC).
As a Payroll Specialist, you will:
Maintain pay and human resources records, including entering data into payroll, timekeeping, and/or human resources systems.
Ensure compliance with relevant labor contracts provisions (with support and training).
Audit timesheets for accuracy according to City of Portland rules and FLSA policies.
Respond to questions or issues brought forward by employees.
Research and resolve payroll errors.
Communicate with staff to resolve any discrepancies.
Maintain the FMLA spreadsheet, process timesheets as per designation notice parameters, and track claim expirations.
Run and review payroll retro reports to verify retro payments and overpayments.
Address any issues and complete overpayment forms for employees.
Provide strong attention to detail & manage a dynamic workload in a fast-paced environment.
Work independently with limited assistance and supervision.
Manage workflow to meet strict payroll deadlines.
Assist with ad hoc requests and miscellaneous inquiries.
Solutions Oriented: Uses strong communication skills to work with your team to create, implement, and document solutions.
Detail Oriented: Maintains a consistent level of attention to detail across different tasks and projects.
Adaptable: Able to work as a team to accomplish a task and autonomously at times.
Emotionally Intelligent: Motivated, passionate, team-oriented, and empathetic.
Collaborative: An outgoing professional who values partnership and develops and supports relationships to get things done.
Someone who values Diversity, Equity, and Inclusion (DEI): Use DEI concepts to guide and inform your work.
Discreet: Practices good judgment-related sensitive matters and values confidentiality.
Contact Information:
Tamela Ressler, Senior Recruiter
Bureau of Human Resources
Experience utilizing an integrated financial system, such as SAP or a similar system, to implement timekeeping rules and procedures.
Experience and skill in accurately inputting, reviewing, and deciphering detailed data preferably across multiple systems.
Experience effectively managing a high volume of detailed data in a time sensitive environment.
Experience using tact and discretion in dealing with confidential and sensitive information.
- Ability and willingness to learn a variety of labor contracts, rules, and regulations and implement standard operating procedures.
Applicants also must possess:
- Ability to successfully pass an in-depth background investigation.
Although not required, you may have one or more of the following:
Experience with FMLA/OFLA protected leaves and/or other state/federal protected leaves.
Ability to research information from various sources, analyze data, and offer recommendations for improvement.
Ability to maintain specialized databases and spreadsheets, check data for errors, and create reports, analyses, and/or documents to meet regulatory standards.
Step 1: Apply online between 04/02/2025 - 04/09/2025
Required Application Materials:
- Resume
- Answer to the Supplemental Questions (click on the Questions tab to preview the questions)
- If you wish to request Veteran's Preference, please submit your veteran documents (e.g., DD214-Member 4, VA Benefit Letter) by the recruitment's closing date.
If you need to update or remove your veteran preference for a specific recruitment or from your master profile, please contact the recruiter listed in the job announcement.
Application Tips
- Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
- Your résumé should support the details described in your responses to the supplemental questions.
- How We Determine Pay: The City of Portland is covered by the Oregon Equal Pay Act. Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all your relevant experience.
- Do not attach any additional documents.
- Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment.
- You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting. We encourage using AI to generate ideas and then tailor them to reflect your own experiences and skills.
- All applications must be submitted via the City's online application process.
- E-mailed and/or faxed applications will not be accepted.
- An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
- Your résumé and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
- You have 14 days from the notice of the minimum qualification evaluation results to let us know if you would like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 for complete information.
- Additional evaluation may be required prior to establishment of the eligible list and/or final selection.
- Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.
- Hiring bureau will review and select candidates for an interview.
Step 6: Background Investigation
Background Investigations for this position typically take 2-6 months to complete so you will want to plan accordingly. The information that will be required when you complete the Personal History Statement includes:
- Employment Information (past 10 years or back to age 17)
- Residential Information (past 10 years or back to age 17)
- Financial Information
- References (8 without using the same people as coworker or supervisor references)
- Family Member Information
- Driving History
- Past/Present Drug Use and/or Controlled Substances
- Criminal History
- A start date will be determined after all conditions of employment have been met.
Click here for additional information regarding the following:
- Veteran Preference
- ADA, Pregnancy, and Religious Accommodations
- Work Status
- Equal Employment Opportunity
Salary : $29 - $41
