Tori Rohrbach
Battle Ground,WA
Summary
Dynamic Administrative Specialist with extensive experience at the City of Portland Public Safety Service Area and Police Bureau, with proven track record of providing exceptional administrative and logistical support for various projects, programs and initiatives in fast-paced environments. Equipped with strong attention to detail and decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments. Adept at enhancing office efficiency and customer relations. Proven track record in meticulous data organization and effective multitasking, streamlining processes to improve team productivity. Skilled in Microsoft Suite and committed to fostering a positive workplace environment through compassionate understanding and collaboration.
Overview
33
33
years of professional experience
Work History
Administrative Specialist
City of Portland Public Safety Service Area
07.2020 - Current
- Managed time, Employee Self-Service (ESS), Organizational Management, Personnel Administration, On-boarding, Advisory Committee coordination, and City Equipment Administration for the Public Safety Bureaus: Police, Fire, Emergency Management, and Emergency Communication.
- Format, proof read and edit documentation while ensuring accuracy and compliance with organizational standards.
- Safeguarded sensitive information through the proper handling of confidential documents and secure storage methods.
- Supported HR activities, contributed to smoother recruitment and onboarding process.
- Organize, coordinate and schedule self-scheduling interviews for hiring managers using NeoGov software. Correspond with applicants on their application status. Set up and facilitate interviews between candidates and employers using Zoom or Teams. Create and send out Invite to Interview, interview schedules and interview questions to panelists and candidates with automated emails.
- On-boarding new hires in Success Factors Onboarding; Pre-Hire Verification, New Employee Setup, Hire Verification, and Signature Step (I-9) process for the Public Safety Service Area and its 110 positions.
- Collaborated closely with Human Resources personnel to ensure timely processing of new hire paperwork, transfers, terminations, changes in job classifications and merit increases to maintain human resource files.
- Coordinated scheduled meetings, reserved meeting rooms, prepared meeting agendas, and recorded minutes for the Police Bureau-wide Advisory Committee meetings.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Phone Coordinator and Facilities Coordinator for division
- Improved customer satisfaction with prompt and professional responses to inquiries and concerns.
- Expedited project completion times by effectively prioritizing tasks based on deadlines and resource availability.
- Produce reports and presentations for division staff and the Portland Police Bureau using Microsoft Outlook, Word, Excel, PowerPoint, Access, Adobe Acrobat Distiller DC, Photoshop and OneNote.
- Facilitated communication between departments, organizing meetings and distributing essential information.
- Enhanced team productivity by providing administrative support and coordinating daily operations.
- Managed incoming and outgoing mail correspondence, maintaining confidentiality and timely responses.
- Manage office operations by arranging equipment maintenance, office setup and minor facility repairs.
- Maintained supplies inventory by checking stock to determine inventory level and ordering new supplies when inventory runs lows.
- Optimized resource allocation by tracking inventory levels, ordering supplies, and managing budget constraints.
- Maintained a professional work environment by establishing clear office policies and procedures.
- Increased efficiency in data entry tasks through the implementation of advanced software tools.
- Supported departmental goals by collaborating with colleagues on cross-functional projects.
- Volunteered to help with special projects of varying degrees of complexity.
- Assisted coworkers and staff members with special tasks when needed.
- Built and maintained excellent customer relationships with internal and external customers through timely response to inquiries and going above and beyond to accommodate unusual requests in a professional manner, both verbally and in writing.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Upheld data security standards by managing sensitive information with discretion while adhering to privacy regulations.
- Maintained high levels of confidentiality, handling sensitive information with discretion and integrity and apply City policies, procedures, and rules related to Portland Police Bureau and City of Portland.
- Maintained a professional atmosphere within the office through effective conflict resolution techniques and consistent enforcement of company policies.
- Organized and implemented division filing/storage system for achieved documents.
Police Administrative Support Specialist
City of Portland Police Bureau
05.1992 - 07.2020
- Work independently with highly sensitive and confidential information
- Oversaw and assisted Procurement and Contracts Analyst, logging status of contracts, IGAs, MOUs, and other agreements, Ordinances and Purchase Orders into Contracts Tracking database and generate weekly reports for BSDD supervisor and City Attorney's Office
- Create and maintain Purchase Requisitions, Purchase Orders and Goods Receipts in SAP
- Order and organize office and operating supplies for Business Services Division
- Produce Bi-Weekly reports and presentations for division staff and the Portland Police Bureau using Microsoft Outlook, Word, Excel, PowerPoint, Access, Adobe Acrobat, OneNote
- Process and provide guidance for new staff members and support staff assigned to Business Services Division.
- Manage electronic Business Services Division manager calendars using Outlook to schedule meetings, appointments, hiring interviews through Zoom and NeoGov.
- Assisted in maintaining a positive workplace environment through active participation in employee engagement initiatives.
- Maintained a professional atmosphere within the office through effective conflict resolution techniques and consistent enforcement of company policies.
- Collaborated with cross-functional teams to ensure smooth project execution and timely completion.
- Strengthened internal communication by managing correspondence, distributing information, and maintaining an updated contact database.
- Enhanced office efficiency by streamlining administrative processes and implementing time-saving tools.
Education
Professional Office Administration Diploma - Travel
Northwestern College of Business
Portland, Oregon05-1982
Skills
- Customer Relations
- Proficient with Microsoft Suite
- Meticulous Attention To Detail
- Excellent written and verbal communication skills
- Solution Oriented
- Self Starter
- Effective Multitasking
- Proficient in Meeting Deadlines
- Team Collaboration
- Resilient in Changing Environments
- Compassionate Understanding
- Data Organization in Spreadsheets
Timeline
Administrative Specialist
City of Portland Public Safety Service Area
07.2020 - Current
Police Administrative Support Specialist
City of Portland Police Bureau
05.1992 - 07.2020
Professional Office Administration Diploma - Travel
Northwestern College of Business
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