Job Title:Administrative Specialist - Waste Prevention and Environmental ServicesClosing Date/Time:Fri. 07/02/21 5:00 PM Pacific TimeSalary:$21.21 Hourly
Job Type:Variable Hour (formerly "temporary")Location:600 NE Grand Ave, Portland, Oregon
Position summary Benefits Supplemental Questions
About this position
Are you an administrative professional interested in taking on a short-term role? Curious about working in government and/or learning more about regional garbage and recycling operations and programs? Do you enjoy working for and with hard-working, dedicated professionals who are process- and procedure-driven in their work? Then consider applying for this temporary, variable-hour position!
The person selected for this temporary role will work part-time for up to six months to provide administrative and clerical support to Metro’s Waste Prevention and Environmental Services department (WPES). As part of a collaborative nine-person administrative team, this temporary position will work on a variety of activities and programs of the department.
The expectation is that the person selected for this position will work 10 to 15 hours weekly initially; actual hours may increase to 20 to 30 hours per week, depending on business needs and the individual’s availability. Actual work schedule is flexible within the bounds of Monday to Friday, 7:00 a.m. to 5:00 p.m.
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.
What you will do:
Enter data in Content Manager software and other programs, generate reports
Proofread documents, reports and correspondence
Coordinate production of complex documents, such as bids, proposals or contracts
Support internal department communication through layout and distribution of electronic documents
Monitor and distribute information from Opiniator customer feedback software
Process solid waste facility special waste permits
Process/document solid waste facility customer exclusions for site managers
Retrieve facility pest management and incident video footage using Ocularis video software
Support documentation of standard operating procedures for solid waste facility operations and maintenance
Verify and update contact information
Schedule appointments for other employees
Schedule and support events, virtual meetings and webinars, including scheduling, logistics, meeting set-up, and in-meeting technical support
Format and distribute meeting agendas
Take and distribute meeting notes/minutes
Perform standard clerical tasks, such as ordering print materials, copying, scanning and filing
Other duties as assigned
Much of the work performed in this position will focus on supporting WPES’s Garbage and Recycling Operations division (GRO). GRO operates two garbage and recycling processing stations at Metro South Transfer Station in Oregon City and Metro Central Transfer Station in Northwest Portland. The person in this position will split their time working remotely (from their residence) and on-site at the Transfer Stations. While on-site, most work will be conducted indoors in an office setting, but candidates should be prepared to occasionally be near waste-sorting locations and equipment, heavy machinery, trucks and customer vehicles.in an environment that is often noisy and frequently “fragrant”. Personal protective equipment is required and provided when working at a Transfer Station.
Traits for success:
Excellent organization skills, customer service, and attention to detail
Strong writing and proofreading skills
A high degree of competence with technology and software, including Adobe Acrobat and Microsoft Outlook, Word, and Excel
The ability to quickly learn industry-specific software programs described above
Ability to interact respectfully with a variety of diverse individuals, including staff, contractors, and customers on occasion
Effective verbal and written communication skills, including the ability to take action from verbal and written direction
Ability to quickly establish effective working relationships in a fast-paced operational environment
Flexible, adaptable, and able to work on multiple activities within a short timeframe while tracking all tasks and meeting established deadlines
Experience and education:
Three years’ progressive experience in providing administrative support to senior-level management; AND
A 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
Preferred qualifications:
Experience with InDesign, Ocularis and Opiniator software along with Zoom and Microsoft Teams (or ability to learn them quickly)
Prior government experience and/or experience working in the solid waste industry a plus
Application requirements
We want your application to count, so be sure it's complete and that you provide all the required materials.
1) One-page cover letter summarizing your relevant experience and interest in the position AND
2) Resume or application (only one is required)
Additional Information:This position is not represented and is classified as a Administrative Specialist III (click to read the full classification). Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the position. The base rate of pay for this position is likely to be $21.21 or $22.28, depending on experience.
Work location: In response to COVID-19, work will generally be performed off-site (remote/telework) until it is deemed safe for Metro staff to return to the Metro Regional Center.
Additional Information Related to COVID-19: The health and safety of our employees and community is a top priority for Metro. Employees will be required to follow all Metro COVID-related policies and procedures, which may meet or exceed guidelines set forth by the CDC, Oregon Health Authority, and other federal, state and local jurisdictions. Learn more at oregonmetro.gov/COVID-19.