Executive Specialist

Current employees: Please apply through the employee portal to be considered for this opportunity.

Pay Range:

$28.34 - $34.73 Hourly

Department:

Library Department

Job Type:

Regular Represented

Exemption Status:

United States of America (Non-Exempt)

Closing Date (Open Until Filled if No Date Specified):

July 07, 2024

The Opportunity:

• only apply for this position once*

Overview

Every office has one.

You're the "one." You're the first person to get the questions and you have the answers or know where to find them. You're the one in the know, keeping track of schedules, project details and meetings without even breaking a sweat. You're the organizer, the planner, the one who gets it done and done on time. You're the glue that holds it all together.

You're just the one we're looking for.

Multnomah County Library (MCL) is looking for a well-organized Executive Specialist to provide support to the Finance and Facilities Director and the team of executive management of the library within the Administration Division. This is a great opportunity to establish working relationships with high-level executives and contribute to the overall success of this team. The Executive Specialist in this role provides complex administrative support while offering professional internal and external customer service. This role will include frequent communication and interaction with senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives.

As the Executive Assistant supporting the Administration Division, your responsibilities will include:

• Independently anticipating and providing administrative support work involving the use of independent judgment, significant discretion, and personal initiative. Serving in a broad range of areas and effectively functioning as a key assistant to the Finance & Facilities Director.

• Providing administrative support to the annual budget development process, including schedule coordination, communications support, note-taking, training support, materials development and formatting, and copy editing.

• Developing or revising various administrative/operating policies, procedures, rules, and regulations upon request and in conjunction with subject matter experts; developing or revising office forms and report formats, as well as report preparation procedures; assisting in the preparation and development of various workgroup-specific job aids, workflows, and resources.

• Coordinating administration functions in Finance & Facilities, including those around new management hires, all-staff meetings and support, supporting communication and access to division leadership, administrative support of the library's art collection, and administrative support of the library's safety committees. Supporting records management.

• Possessing broad latitude and discretion in scheduling/rearranging meetings, maintaining and continually evaluating complex appointment schedules and calendars for other assigned executive managers (including Communications Director, Digital Services Director, HR Director, and Equity Manager) within the Administration Division.

• Supporting the planning, facilitation, and execution of team meetings for assigned organizational units; providing support for communications, research, and projects within assigned organizational units as needed.

• Monitoring and maintaining office supplies and equipment; supporting general functioning and needs of administrative office spaces; supporting mail and package delivery; coordinating with Facilities on office needs.

• Supporting other library Executive Specialists and administrative staff, including through meeting and scheduling coverage, as well as information and resource sharing.

• Supporting travel coordination for library staff; ensuring that all Library and County travel policies are met. Also planning and coordinating meetings, conferences, and training.

• Providing back-up support to payroll reporting and review functions, as needed.

• Performing other duties as assigned.

We know you're the one we're looking for. Apply today!

The library is open and welcoming to all members of our community. This position requires someone with the ability to work respectfully and capably with people from all backgrounds and age groups. You must demonstrate a positive attitude, excellent interpersonal skills, cultural sensitivity and a sense of humor while working with co-workers and community.

Multnomah County Library (MCL) is committed to supporting our communities of color and other communities subjected to marginalization by centering race and intersectionality in the services we provide. As a member of MCL, all staff are expected to act as allies to library staff and patrons from communities of color and other groups subjected to marginalization by:

• Speaking up to support staff and patrons subjected to marginalization

• Speaking out against racism and oppression

• Demonstrating behavior that is culturally aware and sensitive

• Demonstrating cultural humility and agility

Learn more about the library's services on our website.

To Qualify

We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant.

Minimum Qualifications/Transferable Skills:

• Associate's degree or equivalent experience (two (2) years of executive/administrative assistant experience)

• Three (3) years of relevant experience of increasingly responsible administrative or office management experience

• Ability to pass a criminal records check, should a job offer be extended and you're not currently a library employee. Results of the records check will be reviewed on an individualized basis. A conviction is not an automatic bar to employment.

Preferred Qualifications/Transferable Skills: You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates. Please clearly explain on your application how you meet any of the following preferred qualifications/transferable skills.

• Advanced knowledge of the Google Suite of products including email, calendar, sheets, slides, docs, and chat

• Proficiency with Microsoft Excel

• Subject matter expertise in government finance and/or facilities management

• Advanced knowledge of task management software, such as SmartSheets

Screening and Evaluation

The Application Packet:

• A completed online application

• A cover letter explaining addressing your interest in this position, how you meet the minimum qualifications, and your relevant experience.

Note: The application, resume, and cover letter should clearly demonstrate your work experience/skills and how they relate to the descriptions provided in the 'Overview' and 'To Qualify' sections of this job posting. Please be thorough, as these materials will be used to determine your eligibility for an interview.

Internal candidates: After you have applied, you will receive the Oregon Veteran Preference Questionnaire in your Workday inbox. Your application as an internal candidate is not complete until you fill out and submit the Oregon Veteran Preference Questionnaire.

The Selection Process: For details about how we typically screen applications, review our overview of the selection process page. We expect to evaluate candidates for this recruitment as follows:

• Initial review of minimum qualifications

• An evaluation of application materials to identify the most qualified candidates

• Consideration of top candidates/interviews

• Reference and criminal records checks

Additional Details

Type of Position: This hourly, union-represented position is eligible for overtime.

Salary: The starting pay assignment will be based on an analysis of the successful candidate's related experience and education in accordance with the county's pay equity policy and the Oregon Equal Pay Act.

Schedule: Monday - Friday, 8:00 AM - 5:00 PM. There may be some flexibility with the regular, daily start and end times, as well as for telework options.

Work Location: This position works onsite at the Library Operations Center at 221 NE 122nd Avenue, Portland, OR 97230

Serving the Public, Even During Disasters

Everyday, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the Disaster Service Worker Information page.

Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it to create a culture of dignity and respect for our employees.

We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. The EEO Know Your Rights poster is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals.

Veterans' Preference: Under Oregon Law, qualifying veterans may apply for veterans' preference. Review our veterans' preference page for details about eligibility and how to apply.

Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711.

Questions?

Recruiter:

Eric Garcia

Email:

ericga@multco.us

Phone:

+1 (503) 9884532

Application information may be used throughout the entire selection process. This process is subject to change without notice.

Disclaimer: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.

Job Profile:

6005 - Executive Specialist