Human Resources Assistant (Administrative Specialist 2)
Oregon Secretary of State Salem, VA (Onsite) Full-Time
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Initial Posting Date: 05/08/2023Application Deadline:05/22/2023Agency:Public Utility CommissionSalary Range:$3,624 - $5,330Position Type:EmployeePosition Title:Human Resources Assistant (Administrative Specialist 2)Job Description:The HR Assistant, as a member of Management Service (non-supervisory), provides direct administrative support to the Human Resources team including the HR Director and HR Analysts. This position uses a variety of technologies that support the delivery of centralized workforce planning and human resource services to the agency and the public. Participates in project planning and scheduling, maintaining, and organizing materials and files, and serving on agency committees to represent Human Resources in development and coordination of agency processes.PUC Overview:The PUC is a mid-size, diverse state agency. Our staff work in many emerging and exciting energy, regulatory, and legal areas including utilities' renewable resource plans; distributed energy resources and energy efficiency; electric vehicle infrastructure planning; wildfire mitigation; emergency response planning, and other key areas within the energy and utility sectors. PUC staff also play a prominent role in ensuring that the State's natural gas pipelines, power lines and energy facilities operate safely. Staff respond to and resolve consumers' concerns regarding utility service, and support Oregonians' access to adequate and affordable telecommunications services.The PUC's mission is to ensure Oregonians have access to safe, reliable, and fairly priced utility services that advance state policy and promote the public interest. We use an inclusive process to evaluate differing viewpoints and visions of the public interest to arrive at balanced, well-reasoned, and independent decisions supported by fact and law.As a State of Oregon agency, we offer:Benefit plans that pay up to 99 percent of the premium for health-related coverage of employees and dependents.Membership in the Public Employee Retirement System retirement plan.Eleven (11) paid holidays per year; 24 hours of personal leave per year; vacation leave earned at a minimum rate of 8 hours per month; sick leave earned at a rate of 8 hours per month; one additional day of leave annually, and many other benefits.The PUC offices are located in downtown Salem, in close proximity to Oregon's State Capitol building. More information about the PUC can be found online at: www.oregon.gov/PUCPlease Note: New employees to PUC who are Public Employee Retirement System (PERS) participating members (those meeting contribution/eligibility service-time requirements at time of hire) are paid within the PERS-AP salary range as follows (reflecting a 6.95% compensation increase for active PERS members):Administrative Specialist 2 PERS-AP Salary Range: $3,877.00 - $5,700 monthlyNew employees to PUC who are not yet a PERS participating member, will receive the 6.95% compensation increase (6% employee contribution) upon meeting eligibility for PERS participation (generally, after completion of six-months of qualifying State of Oregon employment).What you will do:As the HR Assistant, you will play an integral role in the Human Resources team.Major duties include:Provides administrative support for the Human Resources team. This includes serving as a first point of contact for agency employees and job applicants seeking information or assistance from the Human Resources Section. Assists with coordinating, scheduling, and facilitating of meetings, including job interviews, and new employee orientation sessions.Provides administrative coordination for a variety of agency projects and initiatives related to workforce administration and development.Prepares reports and narratives, and reviews data supporting workforce planning and operations. Creates or proofreads a variety of written communications (emails, letters, announcements, etc.)Develops and maintains informational content for PUC Human Resources web pages, presenting content in a clear and organized manner.Attends fact-finding or investigatory meetings for the purposes of taking notes or assisting in an administrative support capacity. May transcribe confidential notes/recordings.Works with HR Director and staff to draft, coordinate and maintain policy and procedure communications. Reviews/updates policy and procedure information on an agency-wide basis, and communicates as needed via email, agency intranet, or other methods.Completes a variety of personnel and position actions, and generates reports, using the "Workday" human resources information system.Collaborates with the HR Director, HR team members, and PUC management or staff to recommend or assess agency training needs.Tracks and organizes records and materials (using electronic and other record formats).What we are looking for:Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; ORAn associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; ORAn equivalent combination of education and experience.The most competitive candidates will demonstrate the following requested skills:Bachelor's Degree in Human Resources Management, Business Administration Management, or other closely related field.High level of competence using a variety of technology, including software programs, web-based applications, electronic document management systems, Adobe Pro, and Microsoft Office (Word, Excel, PowerPoint, and Outlook).Experience using digital technology to plan and conduct virtual meetings, organizational training, webinars, etc.Work experience reviewing or developing workflows and business processes and using technology resources to implement changes and improvements.Work experience providing administrative support in a team environment, with a focus on collaborating, sharing information, and contributing to the success of the team.Project-focused work experience independently managing and organizing multiple tasks and responsibilities with competing deadlines and changing priorities.Work experience maintaining confidentiality while handling sensitive documents and information.Work experience drafting a variety of documents and communications, including informative emails, letters, memos, presentations, and spreadsheets.How to Apply:To submit a complete application, you must use the State of Oregon "Workday" recruitment system. Using the Workday system:1) Create a Workday account OR Login to your Workday account;2) Complete and submit your electronic application; and3) As an attachment to your Workday application and upload your current resume.**If you are a current employee of the State of Oregon, you MUST apply through your internal State of Oregon employee Workday account and attach the required material.**Take Note! The Workday system will timeout after 15 minutes of inactivity. You must submit your application after you begin the process. You cannot save your progress and come back to it later.For more information about applying for positions with the State of Oregon via Workday, you may visit the Oregon job opportunities website at: www.oregon.gov/jobsIf you need an accommodation to participate in the application process, contact PUC Human Resources at
503-689-6744
.Veterans:Eligible Veterans who meet the qualifications will be given Veterans' preference. For further information, please see the following website: Veterans Resources, or call Oregon Department of Veterans' Affairs at:
1-800-692-9666
.NOTE: If claiming Veterans' preference please be sure to check your Workday account for pending tasks or actions under your "My Applications" section.How to Get Noticed:Help your application rise to the top! Showcase your unique skills and experience in your resume and cover letter. Show us how YOU are the best candidate for this position.Candidates whose training and/or experience most closely match the requirements and needs of the position, and who attach all necessary documents may be eligible for an interview. Submissions will be screened for consistency of information and communication skills at the professional level (clarity, conciseness, attention to detail, spelling, grammar, etc.).Additional Information about Employment with PUC:If you are hired, you may be required to provide facts about past employment and present financial interests if they could be connected with the businesses regulated by the PUC.The PUC does not offer VISA sponsorships. Within three-days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.This recruitment will be used to establish a list of qualified candidates; this list will be used to fill the current opening and may be used to fill other openings as they occur.The pay and benefits on all announcements may change without notice.Hybrid-Remote Work:Hybrid-Remote work promotes the health and safety of Oregonians, decreases the agency's impact on the environment and supports flexibility and work-life balance for PUC staff.The incumbent will regularly report to the Salem Oregon PUC office to complete or participate in various business, training, or related activities. The duties of this position may at times be performed remotely with Supervisor approval.Hybrid-Remote work may be provided to PUC staff in accordance with the Department of Administrative Services (DAS), "Working Remotely" statewide HR policy. Currently, employees may request approval for hybrid-remote work (generally from the employee's personal residence). Requests are evaluated based on the agency's business needs.Staff with approval for Hybrid-Remote work must demonstrate suitability for remote work, have access to a high/speed internet connection that meets or exceeds the minimum acceptable requirements, and maintain a private workspace supporting confidentiality of protected/sensitive information.The PUC is an Equal Opportunity, Affirmative Action Employer Committed to Workforce Diversity.
Recommended Skills
• Administration
• Confidentiality
• Clerical Works
• Assisting With Recruitment
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