Council District Administrative Specialist Print (https://www.governmentjobs.com/careers/portlandor/jobs/newprint/4644577) Apply  Council District Administrative Specialist Salary $76,648.00 - $108,451.00 Annually Location 1120 SW 5th Ave, OR Job Type At Will Job Number 2024-00977 Bureau Council Offices Opening Date 09/16/2024 Closing Date 9/23/2024 11:59 PM Pacific + Description + Benefits + Questions The Position Job Appointment: Full Time, At Will This position is exempt from Civil Service and is an "At Will" position. It serves at the discretion of the hiring authority, subject to City of Portland Human Resources Administrative Rules and Portland City Charter and Code. Work Schedule: Mon-Fri. 8-5P, hybrid schedule available. Work Location: Hybrid- Employee will report to Portland Building, 1120 SW 5th Ave, Portland, Or 97204 for in-person work. Employee will report to City Hall after completion of construction. Remote work must be performed within Oregon or Washington. For more information, click here (https://www.portland.gov/policies/human-resources-administrative-rules/employee-behavior-expectations/hrar-4045-employee#toc-geographic-work-location) . Benefit: Please check our benefit tab for an overview of benefit for this position Language Pay Premium Eligible: This position may be eligible for Language Pay Differential (https://www.portland.gov/bhr/class-comp/language-pay-differential-overview) for qualifying employees. Union Representation: This classification is not represented. Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume. Position Summary The Council District Administrative Specialist position is critical to support constituent relations, scheduling, and other administrative work of the 2025 council. The council district administrative specialist reports to the council operations manager and plays an important role providing a variety of complex, diverse, and confidential administrative and support services to the councilors of the assigned district. This position involves managing scheduling assignments that require balancing a variety of public and constituent meetings with the demands and deadlines of the legislative process. You'll be responsible for coordinating time-sensitive and sensitive meetings with multiple busy elected officials, executives, and community leaders. Additionally, you'll need to ensure accurate and effective communication with constituents regarding the legislative process to foster strong working relationships between elected officials and community groups. The position also grants access to confidential records and information and requires a high level of discretion and confidentiality. As a Council District Administrative Specialist, you will: Confidential Administrative Support + Provide confidential administrative support to one City Council district: type and/or draft memoranda, correspondence, reports, contracts, agreements, forms, and technical reports. + Track and process contracts and documents requiring Councilor signature; ensure materials, reports, and documents for signature are accurate and complete; assist in coordinating approval processes for contracts or procurements; processes routing correspondence, forms and records, develops, services and maintains office documents. + Communicate and explain office policies and procedures to Councilors or staff; attend meetings and prepare written or oral agendas, minutes, or summaries. + Support Councilors to ensure performance evaluations are completed on time and in alignment with HR best practices, assist with managing hiring processes and decisions. Maintains Calendar for All Councilors in the District + Maintain the calendars for the three elected Councilors elected to the district; process requests for the Counselor’s time form Elected officials, staff, bureaus, and the public. + Coordinate, arrange, and confirm meetings; prepare Councilors’ calendars for internal or external distribution; track council meeting or council committee commitments; communicate with staff and Elected Officials regarding scheduled meetings and events. + Produce schedules of meetings and events; oversee staff and volunteer schedules. Office Administration + Attend to a variety of office administrative details; creates and maintains confidential, subject and project files; develop and monitor databases. + Coordinate mass mailings; make travel arrangements and track travel documents. + May act for and represent the Councilor(s) at internal office and or other City meetings in their absence; act as back up to other Council District Administrative Specialists or the Council Operations Administrative Specialist in their absence. Constituent Services + Work with 311 as needed to receive, screens, and routes visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound, independent judgement. + Conduct research, respond to requests for information and complaints from constituents, refer the request or complaint to appropriate staff; receive date-stamp, log and distribute incoming correspondence and faxes. + Prepare outstanding mail log reports; prepare letters to confirm receipt of constituent inquiries, complaints, and concerns; may serve as contact for constituents; prepare written responses and newsletters. Miscellaneous Administrative Duties + Assist and participate in the development of annual budgets; monitor and help process budget expenditures and quarterly reports. + Coordinate with staff from Human Resources or Business Operations, including the timekeeper for Council operations staff, BTS phone coordinator, facilities coordinator, building access coordinator, and the Success Factors administrator. Have a question? Contact Information: Loan Tran Polanco, Recruiter Bureau of Human Resources Loan.Tran@portlandoregon.gov To Qualify The following minimum qualifications are required for this position: + Ability to communicate both verbally and in writing with internal and external customers in a professional and courteous manner. + Ability to write and edit basic communications products to ensure they are clear, concise, and accurate. + Ability to maintain impartiality and flexibility while effectively managing very challenging scheduling and communications assignments. + Ability to prepare and maintain accurate, concise, and confidential records. + Ability to work independently and with a team of staff to maintain highly sensitive and confidential information, while exercising a high degree of tact, discretion, and diplomacy in sensitive situations. + Ability to establish and maintain effective working relationships with City managers and staff, community organizations, other governmental officials, media representatives, and the public. Although not required, you may have one or more of the following: + Experience conducting basic website content management (experience with a Drupal-based site is a plus) + Experience using graphic design templates to format and customize documents (experience with Adobe Express is a plus) The Recruitment Process STEP 1: Apply online between 09/16/2024 to 09/23/2024 Required Application 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, please submit your 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, 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 (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) 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. + Do not attach any additional documents. + Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment. + You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting. We encourage use AI to generate ideas and then tailor them to reflect your own experiences and skills. + All applications must be submitted via the City's online application process. + E-mailed and/or faxed applications will not be accepted. Step 2: Minimum Qualification Evaluation: Week of 09/23/24 + An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in 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 you would like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes#toc-examination-review) for complete information. + Additional evaluation may be required prior to establishment of the eligible list and/or final selection. Step 3: Establishment of Eligible List: Week of 09/30/24 + Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. Step 4: Selection (Interview): October 2024 + Hiring bureau will review and select candidates for an interview Step 5: Offer of Employment: November 2024 Step 6: Start Date: December 2024 + A start date will be determined after all conditions of employment have been met. *Timeline is approximate and subject to change. Additional Information Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following: + City of Portland Core Values + Recruitment Process - Work Status + Equal Employment Opportunity + Veteran Preference + ADA, Pregnancy, and Religious Accommodations An Equal Opportunity / Affirmative Action Employer A Career with the City of Portland offers many Employee Benefits We offer a comprehensive benefits package, including but not limited to + Health Care (Medical, Vision and Dental) + Carrot Fertility + Wellness Benefits + Life Insurance + Long-term disability coverage to eligible employees and their families. + Employee Assistance Plan + Flexible Spending Accounts + Retirement + Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer + Family Medical Leave + City Paid Parental Leave AND SO MANY MORE! Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) . 01 Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible. The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy. Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration. Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement. Have you read and understood all the information listed above? + Yes + No - If you have any questions, please contact the recruiter on the announcement. 02 Where did you first learn about this job opportunity? (If on a website or job board, please specify which one) 03 The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process) + My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality. + You may release my application; I am waiving confidentiality. 04 Do you have the ability to communicate both verbally and in writing with internal and external customers in a professional and courteous manner? + Yes + No 05 Provide a detailed example(s) of your ability to communicate both verbally and in writing with internal and external customers in a professional and courteous manner. In your response, include details that clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 06 Do you have the ability to write and edit basic communications products to ensure they are clear, concise, and accurate? + Yes + No 07 Provide a detailed example(s) of your ability to write and edit basic communications products to ensure they are clear, concise, and accurate. In your response, include details that clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 08 Do you have the ability to maintain impartiality and flexibility while effectively managing very challenging scheduling and communications assignments? + Yes + No 09 Provide a detailed example(s) of your ability to maintain impartiality and flexibility while effectively managing very challenging scheduling and communications assignments.. In your response, include details that clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 10 Do you have the ability to prepare and maintain accurate, concise, and confidential records? + Yes + No 11 Provide a detailed example(s) of your ability to prepare and maintain accurate, concise, and confidential records.br> In your response, include details that clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 12 Do you have ability to work independently and with a team of staff to maintain highly sensitive and confidential information, while exercising a high degree of tact, discretion, and diplomacy in sensitive situations? + Yes + No 13 Provide a detailed example(s) of your ability to work independently and with a team of staff to maintain highly sensitive and confidential information, while exercising a high degree of tact, discretion, and diplomacy in sensitive situations.br> In your response, include details that clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 14 Do you have the ability to establish and maintain effective working relationships with City managers and staff, community organizations, other governmental officials, media representatives, and the public? + Yes + No 15 Provide a detailed example(s) of your ability to establish and maintain effective working relationships with City managers and staff, community organizations, other governmental officials, media representatives, and the public.br> In your response, include details that clearly reflect how you meet this minimum qualification. Such as: + Examples of when you used the knowledge skill or ability. + Role you served in (professional, internship, volunteer). + Skills, training, transferable skills or lived experience you have that will help you in this area. + Total years of experience applying the knowledge, skill, or ability. 16 Please note the following questions will not be considered during minimum qualification review. The information provided will be reviewed after the eligible list is created. + Experience conducting basic website content management (experience with a Drupal-based site is a plus). + Experience using graphic design templates to format and customize documents (experience with Adobe Express is a plus). (Enter N/A if you do not have relevant experience) Required Question Agency City of Portland Address 1120 SW 5th Ave, Room 987 Portland, Oregon, 97204 Website http://www.portlandoregon.gov/jobs Apply Please verify your email address Verify Email