Alternative Response & Prevention Unit Administrative Specialist II
About the position
The Alternative Response & Prevention Unit Administrative Specialist is responsible for performing a variety of complex and often confidential assignments to support CSD's Alternative Response & Prevention Unit. This unit conducts work to support alternative responses and community investment. The Community Investment Team includes the Office of Violence Prevention and the Safe Blocks Program. The Administrative Specialist will interact with both internal and external customers, including city bureaus and community groups.
A successful candidate will have experience leading or overseeing administrative projects; supporting diverse teams of program implementers and service providers with administrative needs such as employee recruitments and onboarding, travel arrangements, and meeting and event planning; developing and managing systems and processes like file management and record-keeping; and managing and prioritizing multiple tasks with different deadlines and priorities.
As the Alternative Response & Prevention Unit Administrative Specialist, you will:
- Manage day-to-day administrative functions for the Alternative Response & Prevention Unit.
- Analyze processes, develop policies, train staff, and direct staff in administrative procedures.
- Coordinate recruitments including drafting position announcements, administering hiring letters, and onboarding new employees.
- Review and assist in the development of internal communications and other written materials.
- Research and assist in the preparation of talking points and other presentation materials.
- Coordinate, arrange, and confirm meetings. Arrange for meeting setup.
- Create and maintain event calendars.
- Provide direct administrative support to Unit managers and supervisors.
As a person you are:
Collaborative: An outgoing professional who values partnership and develops and supports relationships to get things done.
Solutions Oriented: Uses strong communication skills to work with your team to create, implement, and document solutions.
Someone who values Equity and Anti-Racism: Can work effectively within a diverse team.
Flexible: Able to adapt work and priorities based on shifting team needs and unforeseen task assignments.
Emotionally Intelligent: Motivated, passionate, team-oriented, and empathetic.
Discreet: Practices good judgment related to sensitive matters and values confidentiality.
About the Community Safety Division:
The Community Safety Division (CSD) aligns public safety resources and systems to improve services to, and outcomes for, the community. The team is responsible for ensuring that the public safety bureaus and commissioners-in-charge lead and maintain a coordinated and strategic effort to plan and implement community driven policy reforms across the public safety system.
City Council identified community safety priorities that include organizational change, new strategies for emergency response, planning and coordination for holistic systems change.
Specifically, this division drives progress in the following areas:
- Building Alternative Response Methods
- Sending the Right Responder to the Call
- Aligning Governance with Goals
- Reducing the Need for Public Safety Response
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 in office skills such as typing, scheduling, proofreading (attention to detail), note-taking, filing (primarily digitally), logistics, and high-level administrative and organizational support.
- Ability to learn City organization, rules, policies, and procedures, including payroll, accounts payable, travel, human resource policies, and those specific to the Division/Unit.
- Ability to be flexible and handle shifting and competing work demands, and exercise sound judgment.
- Ability to support a diverse and fast-paced team, working to reduce crime and violence and increase safety.
- Ability to communicate effectively both verbally and in writing for presentation and other written documents.
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.
** PLEASE NOTE: The eligible list generated from this recruitment may be used to fill future vacancies**
Recruitment Timeline *Updated
- Job Posting closes: 6/05/2023
- Applications Reviewed: 5/30/2023 through 6/09/2023
- Eligible List / Notices Generated: week of 6/12/2023
- 1st Round of Interviews: Mid to Late June
- 2nd Round of Interviews if needed: Early July
- Job Offer: July 2023
*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 .
Loan Tran Polanco, Senior Recruiter
Bureau of Human Resources
Loan.Tran@portandoregon.govClosing Date/Time: 6/5/2023 11:59 PM Pacific