Personnel Records Specialist (Limited Duration)

Initial Posting Date:

06/17/2024

Application Deadline:

06/27/2024

Agency:

Department of Transportation

Salary Range:

$3,860 - $5,167

Position Type:

Employee

Position Title:

Personnel Records Specialist (Limited Duration)

Job Description:

Human Resource Assistant

• Personnel Records Specialist

Oregon Department of Transportation

Support Services Division

• Human Resources Branch

Administrative Operations Section / Records Unit

Salem

The role:

Our Human Resources (HR) Branch is recruiting for a limited duration personnel records specialist to join our team in Salem! In this role, you will provide comprehensive and professional support to our unit, branch and various agency staff for personnel action preparation, personnel related records, and HR systems. Apply today!

We encourage people from all backgrounds to apply for our positions. We hope you'll join us on our path to increasing diversity, equity, inclusion and belonging through our values, commitments, strategies and actions.

This is a limited duration appointment that is expected to end on or before June 30, 2025. Limited duration appointments are benefits eligible and have a designated maximum length of service. This position has the potential to become permanent.

Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile.

A day in the life:

• Prepare routine personnel action requests for processing.

• Accurately file and maintain various employee, position, medical and other related documents.

• Maintain and follow retention schedules according to state archivist rules.

• Purge files and documents to ensure compliance with policy, administrative rules and collective bargaining agreements.

• Assign and remove security access for systems.

• Administer the Ask HR program and email records.

• Contact agency staff or other agencies to request and obtain information to complete personnel files.

• Maintain hard copies of documents and files.

• Process and/or submit routine employee actions in the HR systems.

• Ensure security and safety of personnel records, system access levels and report non-compliance or concerns to management.

• Lift up to 20 pounds to handle files and documents.

• Work in an office environment with hybrid work options - estimated frequency of in office work is a few times a month to process paper records.

• Travel required to transfer hard copies of files or process transactions.

• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov.

What's in it for you:

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer.

• Comprehensive and equitable base salary offer within the listed range based on your experience, skills and education. The salary range listed is the non-PERS participating rate. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%. Please review the Classification and Compensation page for more details.Comprehensive and equitable base salary offer within the listed range based on your experience, skills and education. The salary range listed is the non-PERS participating rate. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%. Please review the Classification and Compensation page for more details.

• Public Service Loan Forgiveness opportunity!

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Minimum qualifications:

Two years of human resources clerical-support experience directly assisting human resources professionals in the administrative functions of a human resources program;

OR

Three years progressively responsible administrative, clerical or recordkeeping support experience

Note:

• College-level course work may substitute for the general experience requirement based on 45-quarter units per year.

• The State Certified Human Resources Professional (SCHRP) certification, awarded by the Oregon Chief Human Resources Office, substitutes for six months of human resource professional-level experience.

Special qualifications:

Driving is an essential function of this position. You must have a valid driver license and an acceptable driving record. We will conduct pre-employment driving records checks on our final candidate(s). Your license does not have to be issued in Oregon to be considered.

What we'd like to see:

If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience, education and alignment with ODOT values to help us decide who will move forward.

• Demonstrated experience and knowledge of recordkeeping practices according to Oregon Administrative Rules.

• Demonstrated experience and knowledge of confidentiality regarding personnel related records.

• Demonstrated experience developing and implementing process improvements, with regard to compliance laws and policies.

• Demonstrated experience working in a team environment and participating on projects or special assignments.

• Demonstrated attention to detail with experience crafting detailed written correspondence.

How to apply:

• Complete the following required steps:

• Fill out the application or attach a resume. Please contact the recruiter under the 'Need help?' section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.

• Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the "what we'd like to see" section above.

• Your cover letter must be limited to no more than two (2) pages.

• Please address your cover letter to Anna Giddens-Reed, Administrative Operations Manager.

• Generic cover letters that do not address the qualities that you have under the "what we'd like to see" section may receive lower scores than those that addressed the desired qualities.

• You must upload your cover letter in the 'Resume/Cover Letter' section of the application.

• Complete questionnaire. Answer the checkbox-style questions before submitting your application.

• After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.

• If you are a veteran, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.

Need help?

• For questions, call 971-273-8687 or email ODOTRecruitmentEM@odot.oregon.gov.

Additional information:

• We do not offer visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security's I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension]. We are also unable to proceed with Curricular Practical Training (CPT) program requests.

• We may use this recruitment to fill multiple or future vacancies.

• We will conduct name-based criminal background checks on final candidates, including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and/or education verification as required for the position.

• You will become part of the state's management team.

ODOT is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process. For questions, concerns, or complaints regarding EEO/AA/ADA, contact 1-877-336-6368 (1-877-EEO-ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503-986-3700. Oregon Relay Service can be reached by calling 7-1-1.

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