Job Description

About the position

Job Appointment:  Full Time, Temporary

Work Schedule: Monday – Friday, 8 am-5 pm. An alternate schedule may be available. 

Work Location: Hybrid- include address for in person work  Remote work must be performed within Oregon or Washington. For more information, click here .

Benefit:  Please check our benefit tab for an overview of benefit for this position

Language Pay Premium Eligible:  This position is or may be eligible for Language Pay Differential for qualifying employees (Include this for classifications identified as eligible or if bureau requests languages)

Union Representation: City of Portland Professional Workers, CPPW. This labor contract is currently in negotiations. To view other labor agreement,  please click here . 

Application Material:  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

The Business Operations Division – Employee Services, Personnel and Onboarding Coordinator position works within a team providing essential internal support to many of the City of Portland’s, Bureaus, Service Areas, and Elected Offices. The team delivers expertise across a range of business functions, including employee and organizational support, personnel administration, timekeeping, and financial services. We strive to enhance operational efficiency to meet the unique needs of each area we serve, enabling our partners to deliver effective services to Portland’s community. We invite professionals dedicated to high standards and collaborative service to join our team and contribute to Portland’s operational excellence. 

The Personnel and Onboarding Coordinator position will work closely with the Lead Business Operations Personnel Coordinator and Lead Timekeeper to process transactions ranging in complexity, while adhering to applicable Human Resources Administrative Rules and policies. The person selected for this role must be able to provide excellent customer service to internal and external customers and carry out responsibilities with many competing priorities, while exercising sound professional judgment.

As a  Personnel and Onboarding Coordinator ,  you will:

• Provide confidential support to Business Operations Employee Service customers. 

• Process complex personnel and organizational change actions. 

• Generate reports from City utilized Human Capital Management software (SAP).

• Perform timekeeping duties by entering employee time requests, processing work schedule changes, and payroll report auditing. 

• Assist with new hire onboarding procedures to track pre-hire steps, first-day orientations, and post-hire form collection.

• Assist managers through recruitment process, scheduling interviews and drafting offers of employment.

• Maintain confidential employee records.

Have a question?

Contact Information:

Loan Tran Polanco, Recruiter

Bureau of Human Resources

[email protected]

1. Ability and experience interpreting, applying and articulating complex policies and processes related to payroll, human resources, and labor contract provisions in a government or municipal environment.

2. Experience processing complex personnel, organizational change, and/or timekeeping transactions in a municipal environment. 

3. Ability to learn and utilize City-specific technology and general office software, such as SAP, Outlook, Word, Access, Teams, and Excel, for complex document production and data management.

4. Ability to communicate and interact with internal and external customers in a professional and courteous manner, both verbally and in writing.

5. Ability to be flexible and handle shifting and competing for work demands.

STEP 1: Apply online between  November 11, 2024 to November 18, 2024  

Required Application Materials:

• Resume

• Answer to the Supplemental Questions (click on the Questions tab to preview the questions)

Optional Application Materials:

• If you would like to request Veteran's Preference, please submit your Veteran documents (ex, DD214-Member 4, VA Benefit Letter, etc) by the closing date of the recruitment.

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.

Step 2: Minimum Qualification Evaluation:  Week of November 18, 2024

• 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.

Step 3: Establishment of Eligible List:  Week of November 18, 2024 

• Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. (Update if a Ranked list or other type of list is used)

Step 4: Selection (Interview):  December 2024  

• Hiring bureau will review and select candidates for an interview

Step 5: Offer of Employment:  December 2024

Step 6: Start Date:  January 2024  

• A start date will be determined after all conditions of employment have been met.

 *Timeline is approximate and subject to change.  

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