Constituent Services Specialist
The Mayor's Office is seeking a Constituent Services Specialist to join their team.
The Constituent Services position is the first point of contact at the Mayor's office. The purpose of this position is to welcome visitors, answer and address constituent comments and concerns, provide administrative support to the Mayor and the Mayor's office staff, and help assist Mayor's staff with community outreach and business support. To do this job effectively, the Constituent Services Specialist must embrace core principles of diversity, governance, public process, and mutual learning in the context of government service in the City of Portland Mayor's office. Ability to manage complex issues and serve frequent constituent callers and visitors in a polite and professional manner are key to success in this position.
The capability to work independently and as a team will be crucial in this role. Discretion, mature judgment, and ability to maintain confidential information are also essential qualifications.
Job responsibilities include:
- Greet visitors to the office in a polite and professional manner, including offering water, tea, and coffee to guests;
- Open the office on scheduled days;
- Follow protocol when responding to constituent inquiries via telephone calls, emails, mail, and in-person interactions;
- Alert staff when guests have arrived to meet with them, taking full names and asking if the guest has an appointment;
- Maintain a professional environment at the front desk, public areas, and conference rooms. This includes tidying these areas, pushing in chairs, and removing forgotten items;
- Scan, upload, track all documents dropped off for Mayor signature;
- Work in collaboration with communications team and relevant bureaus to respond to public records requests in a timely manner;
- When required, represent the Mayor and speak on the Mayor's behalf at events;
- Staff the Mayor as required, including weekend and evening events;
- Complete briefing forms on time;
- Drive the Mayor to events in the Mayor's city vehicle;
- Assist staff as needed;
- Other duties as assigned.
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 is committed to offering medical, dental, vision, basic life, and long-term disability coverage that provides quality care, support and value to eligible employees and their family members. Additional benefits such as flexible spending accounts, supplemental life insurance and employee assistance program coverage is available to ensure employees have the appropriate tools to safeguard themselves and their family. The City of Portland also participates in PERS, the Oregon Public Employees Retirement System. For more information on the City of Portland's benefits please click here.
City Hall - 1221 SW 4th Ave, Portland, OR
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. Employees have until May 4, 2023, to be in compliance with the new rule. For more information, click here .
The following minimum qualifications are required for this position. Applicants must specifically address and demonstrate in their cover letter and resume how their education, training and/or experience meets each of the following minimum qualifications.
- Experience using tact and diplomacy in dealing with sensitive situations and upset individuals. Proven track record of excellent customer service to other government personnel, public officials, business and non-profit agencies, and citizens.
- Experience establishing and maintaining effective working relationships with a diverse staff and the general public.
- Ability to exercise independent judgment, problem-solve, and take initiative within established procedures and guidelines.
- Ability to communicate clearly, logically, persuasively, both orally and in writing.
- Knowledge of municipal functions, operations, organization and administrative practices and procedures.
The Recruitment Process
An evaluation of each applicant's training and experience, as demonstrated in their resume and cover letter, 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 for required certifications may be required prior to the 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 Activity Schedule:
- Job Posting closes: 5/29/23
- Applications Reviewed: week of 5/29/23
- Eligible List / Notices Generated: week of 6/5/23
- 1st Round of Interviews: TBD
- Job Offer: TBD
*Timeline is approximate and subject to change.
Applicants must submit a professional résumé and cover letter 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 résumé and cover letter will be the basis for our evaluation of your qualifications for this position.
- Your cover letter should include details describing your education, training, certification and/or experience, and where obtained which clearly reflects your qualifications and ability to meet the minimum requirements listed in the "To Qualify" section of this announcement.
- Your résumé should support the details described in the cover letter.
- 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 Veterans' Preference, as identified below, please describe in your cover letter 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.
- Do not attach documents not requested.
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: I f 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 11:59 PM on the closing date 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 offers "How to Apply Classes" that are free and review best practices for applying to the City. Follow the link for the most recent list of scheduled dates : https://www.portland.gov/bhr/events .
Bureau of Human Resources
Terrol Johnson, Senior/Executive Recruiter
An Equal Opportunity/Affirmative Action Employer Closing Date/Time: 5/29/2023 11:59 PM Pacific