Human Resources Administrative Specialist II

$52,042 - $63,274/Yr

Library Foundation Of Washington County, Oregon - Hillsboro, OR

Full-time - Entry Level

Hillsboro, OR

About the position

The Washington County Department of Human Resources is seeking an Administrative Specialist II to join our team in Hillsboro, Oregon. This full-time position is pivotal in providing high-level customer service to both employees and community members. The role is primarily located at the front desk of the department, where the specialist will be the first point of contact for new employees and visitors. The responsibilities include welcoming new employees, supporting the onboarding process, and conducting I-9 verifications using the USCIS's E-Verify platform to confirm employment authorization. Additionally, the specialist will be responsible for printing and provisioning employee ID cards, creating and maintaining personnel files, and overseeing I-9 and other document retention in compliance with applicable laws and regulations. The Administrative Specialist II will partner with the Front Office Team to conduct periodic audits, ensuring that operations comply with applicable laws and regulations. This includes managing office supply inventory and purchasing, as well as providing ad hoc administrative support to the HR leadership team, which may involve preparing slide decks, scheduling meetings, and developing agendas. The role also entails answering calls, responding to voicemails, and coordinating with supervisors to ensure that employees complete new hire paperwork and compliance-driven tasks within the required time frame. In addition to these duties, the specialist will collaborate with the benefits and leaves team to administer transit passes and other benefits for new hires, help create a welcoming and inclusive environment in the office, and respond to various requests from county employees, including employment and income verification and Federal Public Student Loan Forgiveness inquiries. The position requires monitoring department inboxes and ensuring efficient email responses, supporting county fleet operations by checking in and out vehicles, and maintaining up-to-date process documentation for assigned duties. The ideal candidate will be collaborative, detail-oriented, and possess strong communication skills, with the ability to build effective workplace relationships with diverse stakeholders. The Human Resources department is undergoing significant changes, and the successful candidate will thrive in an environment that values innovation and process improvement.

Responsibilities

• Welcoming new employees and supporting the onboarding process by conducting I-9 verifications and using E-Verify.
• Creating and maintaining personnel files and overseeing document retention in compliance with laws.
• Conducting periodic audits with the Front Office Team to ensure compliance with regulations.
• Managing office supply inventory and purchasing.
• Providing ad hoc administrative support to the HR leadership team, including preparing slide decks and scheduling meetings.
• Answering calls and responding to voicemails, including county-wide switchboard operations.
• Coordinating with supervisors to ensure completion of new hire paperwork and compliance tasks.
• Collaborating with the benefits and leaves team to administer transit passes and other benefits for new hires.
• Creating a welcoming and inclusive environment in the office.
• Responding to employment and income verification requests and other ad hoc requests.
• Monitoring department inboxes and ensuring efficient email responses.
• Supporting county fleet operations by checking in and out vehicles to employees.
• Creating and maintaining up-to-date process documentation for assigned duties.
• Responding to general inquiries from county employees.
• Supporting Washington County's Employee Recognition Program.
• Acting as the primary HR liaison for Recruitment, Personnel Actions, and Onboarding work orders.

Requirements

• Proficiency in Microsoft Applications including Teams, SharePoint, Excel, Outlook, and PowerPoint.
• Strong written and verbal communication skills.
• Ability to multi-task and adapt to a high volume of interruptions.
• High attention to detail and ability to build effective workplace relationships.

Nice-to-haves

• Experience in process improvement.
• Previous experience in a human resources role.

Benefits

• Comprehensive benefits package including loan forgiveness options.
• Job stability and opportunity to serve the community.
• Commitment to work-life balance and equity in the workplace.