The Bureau of Environmental Services (BES) Engineering Services Group serves the community by managing the planning, design, and construction of public infrastructure necessary to protect public health and the environment. The Administrative Specialist III leads the Administrative Support Section of the Engineering Group, acting as an office manager and overseeing administrative support services for approximately 200 technical employees located at multiple worksites. The position supervises three FTEs, including specialized administrative staff.
The Administrative Specialist III provides day-to-day leadership to ensure high performance, to create an equitable and inclusive work environment, and to support the achievement of the Bureau’s mission, vision, and values. The Administrative Support Section provides a variety of support services including accounting and payment processing, budget coordination, temporary staffing coordination, event coordination, scheduling, space planning, new hire setup and onboarding, as well as many other services group-wide. Together the team provides contract and City Council document preparation, recruitment and onboarding, training and travel processing, equipment and supplies, policy and planning, and other general office support.
The position provides or supervises provision of a variety of simple to complex administrative support services for the BES Capital Improvement Program ($100+ million/year), development services, and facility planning. Supervisory responsibilities include hiring, staff assignments and scheduling, performance management and establishing office procedures and policies. The incumbent will assist with operating budget preparation and monitoring, provide technical support and coordination for hardware and software acquisition, and provide facilities management support.
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. We offer a comprehensive benefits package, including but not limited to medical, dental, vision, basic life, short- and long-term disability coverage to eligible employees and their families. If you are open-minded, motivated, community-focused, and self-aware, please apply yourself at the City of Portland today.
The City of Portland also participates in the Oregon Public Employees Retirement System (PERS). For more information on the City of Portland’s benefits please click here.
COVID-19 Vaccine Requirement
As of October 18, 2021, all City employees must be fully vaccinated for COVID-19. This is required for all positions at the City of Portland. Proof of being fully vaccinated is required by date of hire. You may request an exception, for health or religious reasons, from getting the COVID-19 vaccine at the time a position is offered.
Work Location
Many positions within the City are designated as hybrid and currently the City requires you to work in-person one day per week. Beginning in April 2023, most hybrid employees will be expected to perform at least half of their work in-person.
To Qualify
Applicants must provide details in their cover letter and resume that demonstrate how their education, training and/or experience, meets each of the following minimum qualifications:
Knowledge and experience applying the principles and practices of effective supervision (preferably within a union environment) while planning and supervising the work of assigned staff.
Knowledge of computer standards and advanced uses of word processing, graphics, spreadsheets, database and other software.
Ability and experience using sound independent judgement and setting priorities for your areas of responsibility and your team.
Ability to evaluate work processes, recommend and implement improvements, and train others.
Ability to establish highly effective working relationships with internal and external stakeholders.
Ability to interpret and apply laws, policies, and rules to reach sound decisions.
Applicants must also possess:
Must be fully vaccinated for COVID-19 per City/State mandate. If unvaccinated, exception process must be completed by date of hire. Exception guidelines/process can be accessed here: Exception Request Process for COVID-19 vaccine
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.
Recruitment Activity Schedule:
Job Posting closes: 2/6/2023
Applications Reviewed: 2/13/2023 or 2/20/2023
Eligible List / Notices Generated: week of 2/27/2023
1st Round of Interviews: week of 3/6/2023
Job Offer: mid/late March
** PLEASE NOTE: The eligible list generated from this recruitment may be used to fill future vacancies**
Applicant Instructions
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.
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 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.
Questions?
Elizabeth Brandenburg
Bureau of Human Resources
[email protected]
An Equal Opportunity/Affirmative Action Employer
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