Administrative Specialist II – Limited Duration – EXTENDED
Persons appointed to limited term positions will be designated as limited duration employees whose appointment shall not exceed one (1) year except for the extension of grants or funding from outside sources.
About the position:
The Bureau of Planning & Sustainability is seeking an Administrative Specialist II to serve the Mt. Hood Cable Regulatory Commission (MHCRC), a public governing commission comprised of citizen appointees from six jurisdictions (www.mhcrc.org). The MHCRC Administrative Specialist is responsible for providing a full range of general administrative duties and specialized tasks to the Bureau of Planning & Sustainability, which provides staff support to the MHCRC. Responsibilities are broad in scope, allow for a high degree of administrative discretion, and are evaluated in terms of timeliness and quality.
Under general supervision, the MHCRC Administrative Specialist:
- Provides administrative support to the Mt. Hood Cable Regulatory Commission.
- Maintains calendars and schedules meetings.
- Assists in processing contracts and grant agreements to ensures compliance with City and MHCRC purchasing and contracting requirements and procedures.
- Coordinates and prepares council filings for agenda placement with the City of Portland and the five other MHCRC jurisdictions' meeting agendas; works with jurisdictions' council clerks to schedule MHCRC items on council agendas; processes paperwork for agenda placement to ensure compliance with each jurisdiction's Council agenda protocols and document filing deadlines.
- Directs the coordination and set up of meetings/events: drafts meeting agendas; prepares and distributes meeting packets; generates periodic reports and materials for meetings; arranges meeting logistics; coordinates and troubleshoots technology for virtual and hybrid meetings; takes and produces meeting minutes and notes on complex subjects in accordance with Oregon Public Meeting law.
- Updates and maintains specialized databases for programs: cross-checks data and applies personal knowledge to identify errors and discrepancies for research and resolution.
- Performs program research and prepares narrative and technical documents and materials under guidance from managers regarding approach and expected results; uses appropriate information-gathering and research methods; creates forms, charts, tables and spreadsheets involving data manipulation; reviews documents for accuracy, completeness and compliance with City/MHCRC requirements; develops, revises, and maintains standardized and master documents.
The Admin Specialist will work as part of a team focused on the delivery of high-quality internal services and will report to the Strategic Initiatives/MHCRC Manager.
The ideal candidate is:
- Organized: You have strong organizational skills, strong interpersonal skills, and focus on tactful communication and problem solving.
- Communicator: You are able to communicate with multiple audiences (e.g. bureau staff, other City and agency staff, community members) using multiple methods (in person, phone, email).
- Administrative professional: You love to organize, track, monitor, report, and provide support to personnel to drive project initiatives forward.
- Flexible and adaptable: You are able to prioritize competing work demands fluidly and consistently.
- Detail oriented: You have an eye for detail and are able to organize files systematically, typically in a digital format.
- Solutions oriented: You won't stop until you help find the answer and/or fix a problem.
About the Bureau
The Portland Bureau of Planning and Sustainability develops creative and practical solutions enhance Portland's livability, preserve distinctive places and plan for a resilient future. BPS is a convener and coordinator for complex projects that balance multiple objectives and set the direction for our collective future. The work of the bureau includes strategic planning, land use and development planning, climate and energy programs, utility franchise regulation, livability programs, and technology initiatives. BPS integrates sustainability and equity principles into the core of our work. https://www.portland.gov/bps (http://www.portland.gov/bps)
The bureau provides staff support to the Mt. Hood Cable Regulatory Commission (MHCRC), which advocates for and protects the public interest in the regulation and development of cable communications systems in Multnomah County and the cities of Fairview, Gresham, Portland, Troutdale, and Wood Village. (https://www.mhcrc.org)
BPS values a diverse workforce and seeks ways to promote equity and inclusion within the organization. We encourage candidates with knowledge, ability and experience working with abroad range of individuals and diverse communities to apply. Although not required, BPS encourages candidates that can fluently speak more than one language to include that information in your resume. BPS offers an excellent benefits package, flexible work schedules and support for training and skills development in a positive, engaging, and creative work environment.
Studies have shown that women, non-binary people, and Black, Indigenous, and other people of color are less likely to apply for jobs unless they meet all of the qualifications listed. BPS considers lived experience and transferrable skills as qualifying unless an item is labeled as required. We are most interested in finding the best candidates for the job, and that candidate may be one who comes from a less traditional background. We encourage you to apply.
City of Portland Core Values:
Anti-racism | Communication | Collaboration | Equity | Transparency | Fiscal Responsibility
These values guide our actions as we serve the community and engage our workforce. To learn more about the City's core values, please click here.
Why work at the City of Portland?
The City of Portland workforce serves a population of over 650,000. We are culture- and solutions-driven, viewing every challenge as an opportunity to learn, improve, and share our expertise. We are committed to removing systemic barriers to resources, access, and opportunity. The City is a believer in ALL people and continues to actively recruit and retain diverse top talent every day. We offer a comprehensive benefits package , i ncluding but not limited to medical, dental, vision, healthcare flexible and/or dependent care spending accounts, Carrot Fertility, basic life, short- and long-term disability coverage to eligible employees and their families. If you are open-minded, motivated, community-focused, and self-aware, please apply yourself at the City of Portland today.
The City of Portland also participates in the Oregon Public Employees Retirement System (PERS). For more information on the City of Portland's benefits please click here.
Many positions within the City are designated as hybrid and currently the City requires you to work in-person one day per week. Beginning in May 2023, most hybrid employees will be expected to perform at least half of their work in-person. City Council approved a human resources administrative rule in January 2023, HRAR - 4.045, requiring employees, including those who are fully remote and hybrid, to perform work within Oregon or Washington. For more information, click here.
Applicants must meet each of the following minimum qualifications. Applicants must describe in their responses to the supplemental questions and résumé how their education, training and/or experience, meets each of the following minimum qualifications:
- Experience providing administrative and process support to a governing board or commission.
- Skills and ability to prepare clear, concise, and comprehensive correspondences, meeting notes, meeting minutes, and other documents in a manner appropriate to the audience
- Ability to communicate and interact with internal and external stakeholders in a professional and courteous manner, both verbally and in writing.
- Ability to organize and manage a high volume of projects, detailed materials, and stakeholder coordination to ensure agency compliance and program success
- Ability to interpret and apply relevant administrative rules and policies, exercise independent judgment, problem-solve, and take initiative within established procedures and guidelines.
Applicants must also:
- Be available to work occasional weekday evenings and Saturdays.
The Recruitment Process
An evaluation of each applicant's training and experience, as demonstrated in their responses to the supplemental questions and résumé, are weighted 100%. Do not attach materials not requested. Only candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. You have 14 days from the notice of the examination results to let us know if you disagree with your results. 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.
Veterans' Preference documentation must be submitted prior to the initial interview if you successfully pass the minimum qualification evaluation.
** PLEASE NOTE: The eligible list generated from this recruitment may be used to fill future vacancies**
Recruitment Timeline *Updated
- Job Posting closes: 5/23/2023
- Applications Reviewed: week of 5/23/2023
- Eligible List / Notices Generated: week of 5/29/2023
- 1st Round of Interviews: week of 6/5/2023
- 2nd Round of Interviews: 6/12/2023
- Job Offer: mid-late June
*Timeline is approximate and subject to change
Applicants must submit responses to the supplemental questions and a professional résumé online, specifically focused on your qualifications for this position as identified in the "To Qualify" section of this announcement in accordance with the following Application Instructions:
- Your responses to the supplemental questions and résumé will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
- 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.
- If you are requesting Veteran's Preference, as identified below, please describe in your responses to the supplemental questions and resume any transferrable skills obtained during your military service and how they relate to each of the required minimum qualifications under the "To Qualify" section above.
Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment. All applications must be submitted via the City's online application process. Do not attach materials not requested. E-mailed and/or faxed applications will not be accepted.
Work Status: Non-citizen applicants must be authorized to work in the United States at the time of application.
Veterans' Preference: If you are requesting Veterans' Preference, attach a copy of your DD214/DD215 and/or Veterans Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veterans' Preference AND include a copy of your documentation for each recruitment to which you apply. Veterans' Preference documentation must be submitted no later than the closing date and time of this recruitment.
ADA, Pregnancy, and Religious Accommodations: If you identify as a person with a disability, are pregnant or nursing, or observe a religious practice(s), and would like to request a reasonable accommodation when applying for this job, please contact the Recruiter below for assistance.
Equal Employment Opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply.
Language Pay Differential: City of Portland employees who speak one or more languages in addition to English, may be eligible to receive a "language pay differential." This is compensation for qualifying multilingual City employees who use their language skill to assist the community. More about the language pay differential can be found here.
Did you know? The City of Portland has How to Apply Videos and offers How to Apply Classes. If you have questions after watching the videos you are invited to contact the recruiter listed on the announcement or you may attend the Question and Answers session. If you prefer to attend a virtual class, they are also available once a month .
Jaclyn Snyder, Recruiter
Bureau of Human Resources
Jaclyn.Snyder@portlandoregon.govClosing Date/Time: 5/22/2023 11:59 PM Pacific