Deputy City Administrator Executive Assistant (Administrative Specialist Iii)-Multiple Positions

The Position

The City of Portland is hiring four Executive Assistants for our Deputy City Administrators!

About the position

Position Summary

The Executive Assistantis responsible forprovidinga full range of general administrative duties and specialized tasks to the Deputy City Administrators, the staff within the service area, and coordinates with bureau leadership to support the service area's programs and projects. Responsibilities are broad in scope, allow for a high degree of administrative discretion, and are evaluated in terms of timeliness and quality.

The City Council has approved a 3.3% cost of living adjustment (COLA) for all eligible employees of the City of Portland for the fiscal year, effective from July 1, 2024. As a result, the salary for this position may increase due to the approved COLA.

Asan ExecutiveAssistant toDeputy City Administrator, you will:

• Provide confidential administrative support to the DCA.

• Handle time-sensitive and confidential information.

• Monitor the inbox, draft, and respond to emails on behalf of the DCA.

• Draft and edit talking points, presentations, and correspondence.

• Manage the DCA's calendar, schedule meetings, and ensure preparedness.

• Arrange travel and compile expense reports.

• Coordinate meetings, draft agendas, prepare packets, and troubleshoot technology.

• Type, edit, and proofread various documents; ensure accuracy and compliance.

• Review and authorize invoices,handle payments and reconciliations.

• Prioritize and route incoming correspondence and phone calls.

• Respond to information requests professionally and promptly.

• Research and alert the DCA to potential issues.

• Refer requests or complaints toappropriate staff.

• Perform program and project administrationassignments, coordinating with leadership andexternalagencies.

• Serve on committees and project teams as needed.

• Perform various Service Area-specific functions.

As a person, you are:

• Discreet:You practice good judgment in handling sensitive matters and value confidentiality.

• Emotionally Intelligent:You are empathetic and perceptive and communicate effectively with others, overcoming challenges as they arise.

• Organized:You have strong organizational skills, strong interpersonal skills, and focus on tactful communication and problem solving. You can work on a multitude of tasks and understand/respond to various situations in a fast-paced, dynamic work environment.

• Communicator:You are able to communicate with multiple audiences (e.g. City and external agency staff, community members) using multiple methods (in person, phone, email and virtual platforms).

• Technically Savvy:Youare able toutilize

City-specific technology and general office software, including Outlook, Word, PowerPoint, and Excel, for complex document production and data management.

• Administrative Support:You are an administrative professional who enthusiastically organizes, tracks, monitors, and provides support for personnel, reporting, and project initiatives.

• Flexible and Adaptable:Youare able toprioritize competing work demands fluidly and consistently. You can work as a team toaccomplisha task and autonomously at times.

• Detail Oriented:You have an eye for detail and are able to organize files systematically, typically in a digital format.

• Collaborative and Solutions Oriented:You value partnership and actively contribute to developing and supporting relationships to accomplish tasks, utilizing strong communication skills to implement effective solutions.

• Someone who values Diversity, Equity, and Inclusion (DEI):You use DEI Concepts to guide and inform your work.

• Dedicated:You are motivated and have a passion for serving in this role and fulfilling the duties of an executive assistant.

About the current vacancies:

Community & Economic Development (Full Time, Permanent

• Hybrid)

The Community and Economic Development service area aligns City services and programs focused on building prosperity for all Portlanders. This is done by creating and delivering efficient, transparent, and equitable services and solutions for a thriving built environment and community. Comprised of the Bureau of Planning and Sustainability, Portland Permitting and Development, the Portland Housing Bureau, and Prosper Portland and Spectator Venues, this service area collaborates and innovates with City stakeholders to develop housing and economic solutions that contribute to the livability, resilience, and leadership of Portland.

Our Executive Assistant willprovidea full range of general administrative duties and specialized tasks to the Community and Economic Development Deputy City Administrator and coordinates with bureau leadership to support the service area's programs and projects.

Public Safety Service Area (formerly the Community Safety Division) (Full Time, Permanent

• Hybrid):

The Public Safety Service Area aligns public safety resources and systems to improve services to, and outcomes for, the community. Overseeing Portland Fire & Rescue, the Portland Police Bureau, the Portland Bureau of Emergency Management, the Bureau of Emergency Communication, and the Office of the DCA, Deputy City Administrator Mike Myers will benefit from an executive who can multi-task in a fast-paced environment while following city guidelines, fostering positive relationships, and providing excellent customer service.

The Executive Assistant will support DCA Myers by providing daily administrative support with his email, managing schedules and calendaring, drafting meeting agendas and minutes, travel, procurement, data entry and record keeping, and communicating with public safety bureau leadership, staff, and community members.

This position ispart of the People Services Unitand will report directly to the People Services Manager.This position may provide supervision to a small team of no more than four employees as the unit grows.

For more information, please visit:https://www.portland.gov/community-safety

Public Works(Full Time, Permanent

• Hybrid)

The Public Works Service Area encompasses the Portland Bureau of Transportation, the Portland Water Bureau, and the Bureau of Environmental Services. Powered by a workforce of over 2,000 employees, our service area is dedicated to providing essential and critical services that Portlanders rely on 24/7. Our work ensures effective and safe transportation, delivers clean and reliable water, and maintains efficient sewer and stormwater management services. These efforts keep Portland moving, protect public health, and safeguard our streams and rivers, impacting every neighborhood and benefiting all communities.

Our commitment to excellence and community support ensures we meet the immediate needs of Portlanders while enhancing the long-term livability and resilience of our beloved city.

Our Executive Assistant will play a crucial role in handling complex administrative duties and providing operational support to the Deputy Chief Administrator. They will execute specialized tasks and act as a key liaison with bureau leadership and diverse internal and external stakeholders, ensuring robust support for the service area's overarching initiatives and programs.

Vibrant Communities(Full-Time, Permanent

• Hybrid)

The Vibrant Communities Service Area includes the Portland Children's Levy, Office of Arts & Culture,Portland Parks & Recreation, and Vibrant Communities Support Services. Our programs and servicescreate connections to nature, arts and culture, recreation, learning and opportunity- helping Portlanders and visitorsexperience the best of our community.We approach this work with rigor, collaboration, and creativity.

Our Executive Assistant will provide administrative and operational support to the Deputy City Administrator, their office, and key initiatives advancing the establishment and development of the service area.

Please note for Hybrid position:Remote work must be performed within Oregon or Washington. For more information,click here.

Virtual Zoom Meet & Greet Opportunity

Come meet the hiring manager and the senior recruiter!We'llbe talking about theposition duties and responsibilities, day-to-daylife in the role, review the announcement, discusshow to apply,and answer questions you may have about the positions.

Tuesday, July 2nd, 2024

12:00pm to 1:30pm Pacific Time (US and Canada)

Zoom Meeting Link:https://us06web.zoom.us/j/83968010271

Have a question?

Contact Information:

Loan Tran Polanco,SeniorRecruiter

Bureau of Human Resources

Loan.Tran@portlandoregon.gov

To Qualify

The followingminimum qualificationsarerequiredfor thisposition:

• Experienceediting and proofreading communication materials, including emails, reports, and documents intended for various stakeholders.

• Experience with office administrative and management practices and procedures, such asscheduling,budgeting, travel management,purchasingpractices and procedures.

• Experience coordinating meetings, such asdrafting agendas, arranging logistics, managing virtual and hybrid technology, and taking detailed minutes.

• Experience preparingaccurate, concise, and confidential records andmaintaininghighly sensitiveand confidential information.

• Abilityto learn and use City-specific and general office software for complex document production and data management including Outlook and Teams.

• Experience working with limited supervision and guidance on complex tasks with competing priorities and deadlines to meet service area goals.

• Ability toestablishand maintain effective working relationships with external and internal stakeholders such as elected officials, Bureau/Office managers, staff, and the community.

Applicants must alsopossess:

• A current/valid state driver's license. Applicants must meet City "good driver" requirements or use public transit.

Although notrequired, you may have one or more of the following:

• Knowledgeofhuman resources policies and labor union contracts.

• Experience with supervision.

The Recruitment Process

STEP 1: Apply online between

June 24,2024to July 8, 2024

RequiredApplication Materials:

• Resume

• Answer to the Supplemental Questions (click on the Questions tab to preview the questions)

Optional Application Materials:

• If you would like to request Veteran's Preference, pleasesubmityour Veteran documents (ex, DD214-Member 4, VA Benefit Letter,etc) by the closing date of the recruitment.

Application Tips:

• Your responses to the supplemental questions should include details describing your education,trainingand/or experience, and where obtained,which clearly reflects your qualifications for each of the numbered items in the "Qualifications" section of this announcement.

• Yourrésumé shouldsupport 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 isdeterminedbased 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 alldirectly relatedand equivalent experience.

• Do not attach anyadditionaldocuments.

• Please note,all completed applications for this position must besubmittedno later than on the closing date and time of this recruitment.

• All applications must besubmittedvia the City's online application process.

• E-mailed and/or faxed applications will not be accepted.

Step 2: Minimum Qualification Evaluation:Week of July 8, 2024

• An evaluation of each applicant's training and paid and unpaid experience, asdemonstratedin 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 youwouldlike to review and discuss your evaluation result.Please read the City of PortlandAdministrative Rule 3.01for complete information.

• Additionalevaluation may berequiredprior to establishment of the eligible list and/or finalselection.

Step 3: Establishment of Eligible List:Week of July 15, 2024

• Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.(Update if a Ranked list or other type of list is used)

• All eligible candidates will be considered for all four vacancies within each service area. Candidates will have the opportunity to select their preferred service area during the selection process.

Step 4:Selection(Interview):Week of July 22, 2024

• Hiring bureau will review and select candidates for an interview.

Step 5: Offer of Employment:August 2024

Step 6: Start Date:August 2024

• A start date will bedeterminedafter all conditions of employment have been met.

• Timeline is approximate and subject to change.

Additional Information

ADDITIONALINFORMATION:

Click here foradditionalinformationregardingthe following:

• City of Portland Core Values

• Recruitment Process

• Work Status

• Equal Employment Opportunity

• Veteran Preference

• ADA, Pregnancy, and Religious Accommodations

AnEqualOpportunity /AffirmativeActionEmployer