PCEF Administrative Specialist (Administrative Specialist I) - REVISED
APPLY
Salary
$46,530.00 - $69,784.00 Annually
Location
1900 SW 4th Ave, OR
Job Type
Regular
Bureau
Bureau of Planning and Sustainability
Job Number
2021-01141
Closing
12/20/2021 11:59 PM Pacific
The Position
Workplaces across Portland, the United States and the world are making tough decisions about how to protect their employees and community from COVID-19. We, too, find ourselves in the middle of this complex situation at the City of Portland. We are committed to ensuring the health and safety for our employees and our community. As a part of this commitment, all City employees are required to be fully vaccinated, effective October 18, 2021. Proof of full vaccination, or documentation of plans to become fully vaccinated (e.g., partially vaccinated however too soon for second dose, etc.) will be required prior to being hired by the City of Portland. The required vaccination is a minimum qualification requirement to be hired by the City of Portland. We understand that some are unable to be vaccinated for a variety of reasons, including medical and religious/spiritual reasons. Should you be offered employment with the City of Portland, there is an exception process that provides for an exception and reasonable accommodation based on a qualified medical condition or religious/spiritual reason. Exception Request Process for COVID-19 vaccine (Exceptions only apply to candidate(s) offered a position; please do not submit at this time)
Are you a self-starter who is interested in innovation? The Bureau of Planning and Sustainability is looking for an Administrative Specialist I to join the Portland Clean Energy Fund Team!
The City of Portland Bureau of Planning and Sustainability (BPS) and the Portland Clean Energy Fund (PCEF) are well underway with the exciting and challenging work of implementing this innovative clean energy financing program. Being part of a start-up of this nature is a fast-paced, dynamic and fluid endeavor, and the work and functions of the position will evolve and expand in exciting ways over time.
This position will help ensure that PCEF program has the administrative support needed to successfully administer the Fund and develop the supporting program infrastructure.
As a first-in-the-nation community-led clean energy fund, PCEF’s mission is to fulfill a community-led vision that builds resilience and wealth with proactive steps to fight climate change, while addressing social and economic inequity by providing economic opportunities for low-income Portlanders, including women, people with disabilities and communities of color. This position will be a critical administrative backbone for the PCEF program.
ROLE & RESPONSIBILITIES
Documentation and Information Gathering
Create, update and maintain record and archive systems;
Compile and edit reports;
Compose routine correspondence;
Check the work of others for errors;
Verify information to be included in documents of public record;
Gather information and statistical data;
Review, evaluate and enter data into databases, spreadsheets, and computer systems;
Handle confidential information with discretion.
Online content posting support
Provide support posting content for website including meeting minutes, event information, and other regular website updates.
Scheduling and Event Coordination
Schedule events, meetings, phone calls; provide event support such as securing event venues, ordering food, supplies, and staffing the event.
Administrative Support for Program Manager and staff
Provide confidential administrative support to Program Manager and staff;
Assist in maintaining supervisor calendars;
Screen requests for appointments;
Receive and screen visitors and telephone calls;
Perform additional program-specific administrative duties as assigned within the scope of the administrative specialist job classification.
THE IDEAL CANDIDATE IS/HAS:
Versatile with a proactive, problem-solving work ethic;
Organized, accountable, and able to juggle varied workload;
A high degree of attention to detail, and ability to identify and implement process improvements;
Ability to quickly learn and implement PCEF and City policies and procedures;
Strong customer service skills; assist community members and colleagues in a friendly and informative manner;
Uses initiative, works autonomously, and can collaborate well with others;
Patient and effective communicator; knowledge and experience with culturally conscious and competent communications with an equity lens;
Experience collaborating with many contacts, including colleagues, clients, community members and other critical stakeholders.
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. If you are open-minded, motivated, community-focused, and self-aware, please apply yourself at the City of Portland today.
Work LocationCurrently, many positions with the City of Portland are being performed remotely due to COVID-19. In the future, current positions classified as “full-time remote” could: 1) remain full-time remote, 2) become a remote/onsite mix, 3) revert to full-time at a city work location. As the situation evolves, the exact work location of the position in this recruitment may change based upon leadership direction and approval.
To Qualify
Applicants must specifically address and demonstrate in their resume and supplemental questions how their education, training and/or experience, meets each of the following minimum qualifications:
1. Advanced office skills including typing, scheduling, note-taking, filing, logistics support, and related skills in use of computer and other office equipment.
2. Ability to utilize City-specific technology and general office software such as Outlook, Word, Access, and Excel, for basic document production and data management.
3. Ability to be flexible and handle shifting and competing work demands.
4. Ability to learn City office protocols involving maintenance of files, confidential materials, logistics support, administrative procedures, and scheduling.
5. Ability to prepare and maintain accurate, concise, and confidential records.
6. Ability to communicate and interact with internal and external customers in a professional and courteous manner, both verbally and in writing.
Applicants also must possess:
Must be fully vaccinated for COVID-19 per City/State mandate or have an approved exception by date of hire.
The Recruitment Process
An evaluation of each applicant's training and experience, as demonstrated in their resume and answers to supplemental questions, 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:
Posting: 12/6/21 to 12/20/21
Applications Reviewed: week of 12/27/21
Eligible List: week of 1/3/22
Selection Phase Begins: mid January
Job Offer: early February
**Timeline is approximate and subject to change**
Applications for this position will be accepted, online and will close no later than 11:59 PM, on December 20, 2021. Do not attach materials not requested. E-mailed and/or faxed applications will not be accepted.
**PLEASE NOTE: The eligible list generated from this recruitment may be used to fill future vacancies**
Application InstructionsApplicants must submit a resume and answer all supplemental questions, 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 answers to supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
Your supplemental question answers 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 resume should support the details described in your answers to the supplemental questions.
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.
All completed applications for this position must be submitted no later than the closing date and time of this recruitment. E-mailed and/or faxed applications will not be accepted.
Additional Information
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.
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