Communications Department Coordinator
Salary $23.48 - $31.48 Hourly
Location Portland, OR
Job TypeFull Time
DepartmentCommunications
Job Number2017-6008-COMM
Closing 5/17/2017 5:00 PM Pacific
Position Summary
This position is the glue that keeps Metro's busy Communications team running -- cheerleader, organizer, enforcer, supporter, assistant, prodder, and more. From fielding incoming customer service questions and requests to building and maintaining department-wide administrative and project coordination systems, this position is responsible for independently coordinating and performing a large number of fast-paced services and administrative, communication and project coordination tasks. This position also provides administrative and technical support to the department's five managers.
Metro's Communications Department is the advocate of the people Metro serves. The department is the liaison with the public and Metro's departments, elected officials and stakeholders. Communications' writers, designers, community relations professionals and public engagement experts help tell the stories of Metro's partnerships, programs and policies, while making it easier for politically and culturally diverse communities to express their desires and expectations. We strive to be inclusive, meet people where they are, and provide information and participation tools that influence decisions and improve the community. Serving at the hub of this busy department, you will play an important role in Metro's commitment to serving diverse audiences, both inside and beyond the building.
At Metro, we hire a workforce representative of the communities we serve, understanding that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all of our employees can thrive.
Application requirements
1) Electronic application, 2) resume and 3) cover letter describing your qualifications as they relate to the duties of this position.
Essential Job Duties
The person in this position must be able to independently act on and coordinate a large number of incoming requests from staff and the public in a fast-paced environment. Attention to detail is essential. Demonstrated ability to successfully coordinate many department work activities and perform budget and administrative tasks is required.
In addition, an employee in this position must be able to perform all the essential job duties below with or without reasonable accommodation; however, this list is not intended to include all of the specific tasks an employee in this position may be expected to perform.
Performs clerical and receptionist duties, screens incoming calls and customer service email inboxes; maintains and orders office supplies and equipment and performs office coordination duties.
Processes invoices and purchase orders, ensures proper budget coding, enters purchasing information into PeopleSoft, receives and distributes contract invoices, processes petty cash requests and reimbursements, reconciles and processes monthly procurement card statements for department staff, collects receipts, reconciles errors, and applies budget codes to expenditures.
Provides support for coordination of on-call contracts and procurement processes for the department. Responsible for PeopleSoft contract transactions such as contract set-up, transmittals and closures. Provides support for activities related to the contracting process such as approval and signature of documents, scheduling evaluation teams and word processing, etc.
Acts as the Public Email Coordinator for agency communications pertaining to Metro's Contact Relationship Management (CRM) system. Guides and coordinates CRM-related use of email in keeping with communications best practices and Metro's agreements with our email service providers. Key duties include:
Coordinates Metro's use of email service providers such as MailChimp and SendGrid - ensuring appropriate use, maintaining email templates, managing lists and groups, troubleshooting blacklisting and account issues and managing vendor relations.
Performs regular, centralized data maintenance tasks in MailChimp to ensure clean lists and appropriate use.
Maintains MailChimp signup forms and purges spam subscribers.
Creates and maintain more than a dozen RSS-based news and event digests in MailChimp.
Along with the CRM trainer, provides training and support to MailChimp users.
Assists the Communications Department in advancing Metro-wide efforts to improve diversity, equity and inclusion.
Tracks expenditures and budgets for the department and department-led initiatives.
Supports, maintains and/or establishes filing, record keeping and archiving systems for documents, including design project, image and video files.
Coordinates department time-tracking data, charts and analysis.
Coordinates and maintains ordering systems for agency business collateral such as business cards, stationery and nametags.
Processes time-keeping and payroll data for department using KRONOS electronic timekeeping system in an accurate and timely manner; reminds staff of deadlines and reconciles errors.
Maintains a variety of records, reports, files and systems, including an agency-wide news media list and agency-wide contact management system.
Provides orientation of new hires to the department, supports hiring process and ensures new-hire paperwork is completed appropriately.
Prepares documents, correspondence, reports and presentations for communications managers and staff from brief instructions or notes; formats documents and correspondence that may include highly visible and potentially controversial information.
Provides administrative and project coordination support to department managers.
Conducts special or periodic studies or projects by gathering and compiling data and preparing reports, documents and data displays.
Responds to customer service inquiries such as logo and image requests, publications, event supplies, templates and production support for publishing partners throughout the agency.
Publishes documents to Metro's websites. Assists in preparing HTML-based bulk emails.
This position is represented by AFSCME Local 3580 and is classified as an Administrative Specialist IV. (click to read the full classification). Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions.
Minimum Requirements
Four years of progressively responsible experience in an administrative support capacity and High school diploma or G.E.D., or any combination of experience and education that provides the necessary skills, knowledge and ability to perform assigned tasks
Knowledge, skills and abilities
Ability to manage time, organize workload, handle multiple tasks simultaneously and to independently prioritize work in a constantly changing environment.
Proficiency in standard business software including Microsoft Outlook, Word, Excel, PowerPoint and Acrobat Professional. Experience with contact management systems/database desirable.
Ability to independently analyze complex office and process problems and implement solutions.
Ability to communicate effectively by written, spoken and electronic means.
Ability to conduct independent studies, evaluate data, prepare and present reports.
Ability to embrace and adapt to a fast paced and constantly changing work environment.
Ability to establish and maintain effective working relationships with co-workers, Metro staff, other organizations, supervisors and the public and to work effectively with individuals and formal and informal teams with members from diverse communities and cultures.
Ability to establish and maintain filing and record keeping systems.
Ability to maintain a high level of confidentiality.
Ability to provide a high standard of service focusing on internal and external customers' needs, including the ability to develop a team approach to produce high quality results.
Ability to work under pressure in a fast-paced environment, transitioning tasks with ease, and maintaining a professional demeanor.
Ability to exemplify Metro's values of public service, excellence, teamwork, respect, innovation and sustainability.
Knowledge of bookkeeping and budgeting principles and practices.
Knowledge of business English, composition, spelling, grammar and punctuation.
Knowledge of principles and practices of office management and work organization.
Knowledge of report and document production practices; ability to plan and organize the work of co-workers to issue a single document.
Additional Information
Online applications: Metro accepts job applications online. If you need assistance or accommodation with your application, or access to a computer, call 503-797-1570.
Accommodation: Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. To obtain confidential assistance please contact Human Resources at 503-797-1570.
Public Employees Retirement System (PERS): New employees will pay the employee portion of the PERS contribution.
Veterans' Preference: Under Oregon Law, qualified veterans may be eligible for veterans' preference when applying for Metro positions. If you are a veteran and would like to be considered for a veterans' preference for this job, please provide qualifying documents as instructed during the application process.
Criminal background check: In order to protect the wellbeing of its employees, the public and agency assets, Metro may conduct criminal background checks on candidates selected for Metro positions. Criminal convictions do not necessarily preclude employment and will be considered on a case by case basis. A background check will only be conducted if you are selected as a finalist for a position. If selected as a finalist, you will be contacted by Human Resources prior to the initiation of a background check.
Equal employment opportunity: All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity and expression, sexual orientation, disability for which a reasonable accommodation can be made or any other status protected by law. Assistance will be gladly provided upon request for any applicant with sensory or non-sensory disabilities.
An Equal Opportunity/Affirmative Action Employer