Council District Administrative Specialist
City of Portland Portland, Oregon, United States
- Location: Portland, Oregon, United States
- Categories: Clerical and Administrative Support
- Job Type: Full Time
- Posted: Sep 17, 2024
Job Description:
Council District Administrative Specialist
Description
The PositionJob Appointment: Full Time, At Will
This position is exempt from Civil Service and is an "At Will" position. It serves at the discretion of the hiring authority, subject to City of Portland Human Resources Administrative Rules and Portland City Charter and Code.
Work Schedule: Mon-Fri. 8-5P, hybrid schedule available.
Work Location: Hybrid- Employee will report to Portland Building, 1120 SW 5th Ave, Portland, Or 97204 for in-person work. Employee will report to City Hall after completion of construction. 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 may be eligible for Language Pay Differential for qualifying employees.
Union Representation: This classification is not represented.
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 Council District Administrative Specialist position is critical to support constituent relations, scheduling, and other administrative work of the 2025 council. The council district administrative specialist reports to the council operations manager and plays an important role providing a variety of complex, diverse, and confidential administrative and support services to the councilors of the assigned district.
This position involves managing scheduling assignments that require balancing a variety of public and constituent meetings with the demands and deadlines of the legislative process. You'll be responsible for coordinating time-sensitive and sensitive meetings with multiple busy elected officials, executives, and community leaders. Additionally, you'll need to ensure accurate and effective communication with constituents regarding the legislative process to foster strong working relationships between elected officials and community groups. The position also grants access to confidential records and information and requires a high level of discretion and confidentiality.
As a Council District Administrative Specialist, you will:
Confidential Administrative Support
- Provide confidential administrative support to one City Council district: type and/or draft memoranda, correspondence, reports, contracts, agreements, forms, and technical reports.
- Track and process contracts and documents requiring Councilor signature; ensure materials, reports, and documents for signature are accurate and complete; assist in coordinating approval processes for contracts or procurements; processes routing correspondence, forms and records, develops, services and maintains office documents.
- Communicate and explain office policies and procedures to Councilors or staff; attend meetings and prepare written or oral agendas, minutes, or summaries.
- Support Councilors to ensure performance evaluations are completed on time and in alignment with HR best practices, assist with managing hiring processes and decisions.
- Maintain the calendars for the three elected Councilors elected to the district; process requests for the Counselor’s time form Elected officials, staff, bureaus, and the public.
- Coordinate, arrange, and confirm meetings; prepare Councilors’ calendars for internal or external distribution; track council meeting or council committee commitments; communicate with staff and Elected Officials regarding scheduled meetings and events.
- Produce schedules of meetings and events; oversee staff and volunteer schedules.
- Attend to a variety of office administrative details; creates and maintains confidential, subject and project files; develop and monitor databases.
- Coordinate mass mailings; make travel arrangements and track travel documents.
- May act for and represent the Councilor(s) at internal office and or other City meetings in their absence; act as back up to other Council District Administrative Specialists or the Council Operations Administrative Specialist in their absence.
- Work with 311 as needed to receive, screens, and routes visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound, independent judgement.
- Conduct research, respond to requests for information and complaints from constituents, refer the request or complaint to appropriate staff; receive date-stamp, log and distribute incoming correspondence and faxes.
- Prepare outstanding mail log reports; prepare letters to confirm receipt of constituent inquiries, complaints, and concerns; may serve as contact for constituents; prepare written responses and newsletters.
- Assist and participate in the development of annual budgets; monitor and help process budget expenditures and quarterly reports.
- Coordinate with staff from Human Resources or Business Operations, including the timekeeper for Council operations staff, BTS phone coordinator, facilities coordinator, building access coordinator, and the Success Factors administrator.
Contact Information:
Loan Tran Polanco, Recruiter
Bureau of Human Resources
Loan.Tran@portlandoregon.gov
To Qualify
The following minimum qualifications are required for this position: Ability to communicate both verbally and in writing with internal and external customers in a professional and courteous manner.Ability to write and edit basic communications products to ensure they are clear, concise, and accurate.Ability to maintain impartiality and flexibility while effectively managing very challenging scheduling and communications assignments.Ability to prepare and maintain accurate, concise, and confidential records.Ability to work independently and with a team of staff to maintain highly sensitive and confidential information, while exercising a high degree of tact, discretion, and diplomacy in sensitive situations.Ability to establish and maintain effective working relationships with City managers and staff, community organizations, other governmental officials, media representatives, and the public. Although not required, you may have one or more of the following:
- Experience conducting basic website content management (experience with a Drupal-based site is a plus)
- Experience using graphic design templates to format and customize documents (experience with Adobe Express is a plus)
The Recruitment Process
STEP 1: Apply online between 09/16/2024 to 09/23/2024
Required Application Materials:
- Resume
- Answer to the Supplemental Questions (click on the Questions tab to preview the questions)
- 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.
- 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.
- Salary Range/Equity Pay Analysis : Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent 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 use 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.
- 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.
- Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.
- Hiring bureau will review and select candidates for an interview
Step 6: Start Date: December 2024
- A start date will be determined after all conditions of employment have been met.
Additional Information
Click here for additional information regarding the following:
- City of Portland Core Values
- Recruitment Process - Work Status
- Equal Employment Opportunity
- Veteran Preference
- ADA, Pregnancy, and Religious Accommodations
An Equal Opportunity / Affirmative Action Employer
A Career with the City of Portland offers many Employee Benefits
We offer a comprehensive benefits package, including but not limited to
- Health Care (Medical, Vision and Dental)
- Carrot Fertility
- Wellness Benefits
- Life Insurance
- Long-term disability coverage to eligible employees and their families.
- Employee Assistance Plan
- Flexible Spending Accounts
- Retirement
- Oregon Public Employees Retirement System (PERS), includingcontributions to the PERS IAP plan paid by employer
- Family Medical Leave
- City Paid Parental Leave
Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers .
Closing Date/Time: 9/23/2024 11:59 PM Pacific