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Metro
Portland, OR, United States
21 days ago
Metro
Portland, Oregon, United States
21 days ago

Description

Position summary

Hello, we’re Metro! We strive to be an employer of choice by being human-centered, authentic and support a welcoming environment where all of our employees can thrive. We offer a highly competitive compensation and benefits program and [Let candidates know what the department/division is about].
 
Are you a combination of adaptable to change, savvy with virtual meeting/webinar tools, organized event coordinator, creative problem solver, diligent record keeper, deadline and customer service oriented, seasoned meeting scheduler, and positive team player?
 
As a Program Assistant II, you will coordinate a variety of technical and administrative tasks and support staff working on the Regional Transportation Plan update. The Regional Transportation Plan is the blueprint that guides investments for all forms of travel – driving, taking transit, biking and walking – and the movement of goods and services throughout greater Portland. The plan identifies urgent and long-term transportation needs, investments to meet those needs, and the funds the region expects to have available over the next two decades.

You will be part of a strong team of planners in the Regional. Planning Division as well as a talented team of support staff within the Planning, Development & Research Department.  

You will provide and coordinate administrative, project management, office, committee, confidential and technical support to staff and associated program/projects within the Regional Planning Division. Ability to work remotely and on site. Report to Administrative Supervisor; receive work requests directly from division management and staff.
 
As the Program Assistant you will:

  • Provide Program Support
    • Schedules and coordinates complex logistics for on-site and virtual meetings/webinars and special event logistics. Includes reserving location, sending event/meeting notice, preparing materials, coordinating attendees, setup. Attend event/meeting, take and finalize meeting minutes and more.
    • Maintains record keeping systems and formal decision record.
    • Assists with coordinating, editing and routing legislation using electronic system for approval.
    • Receives public record requests and coordinates with division staff and department record analyst to fulfill. 
    • Coordinates specific project activities. 
    • Updates program web pages as needed.
    • Copy edit reports and documents.
  • Provide General Administrative Support
    • Schedule and coordinate logistics for in person and online staff meetings and events. May take notes at team meetings.
    • Assists in coordinating administrative functions, communications and liaise with internal departments or other agencies. 
    • Monitor shared Outlook email in-boxes; forward public comments/inquires to appropriate staff, directly respond to community member concerns/inquires.
    • Prepare documents, reports, spreadsheets, charts and tables and other products based on directions and guidance from staff. 
    • Establishes and maintains databases, updates and maintains staff and client contact lists.
    • Serves as purchasing coordinator for division; maintains and uses a purchasing card, uploads receipts and purchasing documentation to USBank Access program monthly, may coordinate travel.
    • Assist other department support staff as needed.
  • Provide Support to Division Staff
    • Prepares letters for signatures, respond to phone calls and send email correspondence to Metro departments, other agencies and the general public. 
    • Conducts research and communications with outside agencies, businesses and partners. 
    • Assures activities are in compliance with relevant laws, rules and regulations.
    • Processes staff registrations, travel, routes documents for approval, organizes special event logistics, coordinates catering and coordination of program workshops, forums and other special meetings. 

Attributes for success:

  • Enjoys a work environment with frequent change and last minute with requests. 
  • Excellent time management.
  • Effectively applies organizational skills, time management, problem solving and analytical skills to organize work and ensures work is completed on time and with accuracy.
  • Ability to establish rapport with various individuals including fellow employees, committee members and members of the public.
  • Ability to work well under pressure with routine interruptions.
  • Strong communication skills (written, email and verbal); ability to effectively and professional communicate with stakeholders.
  • Proactive approach; ability to plan ahead and foresee and resolve issues before they escalate; manage competing priorities 
  • Ability to occasionally attend early morning or late evening meetings.

Diversity and Inclusion:  At Metro, we strive to 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.
 
TO QUALIFY
We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific in your application materials on how your background is relevant.

Minimum Qualifications:

  • Two years of administrative and/or clerical work experience AND 
  • High school diploma or G.E.D.; OR 
  • Any combination of education and experience which would provide the applicant with the desired knowledge skills, and ability required to perform the job.

COVID-19 Vaccination Requirement:

  • Metro is committed to ensuring the health and safety for our employees and our community. As a part of this commitment, Metro has implemented a vaccine requirement policy for employees, paid and unpaid interns and volunteers. 
  • Proof of full COVID-19 vaccination is considered a minimum qualification requirement for Metro job applicants and this proof will be requested during the hiring process. View: Metro COVID-19 Vaccination policy (Download PDF reader) (Download PDF reader) 
  • If you require an accommodation under this policy for a medical condition or disability, or sincerely held religious belief, please email benefits.help@oregonmetro.gov.

If this statement is true for you, then you may be ineligible to apply:

  • If I was terminated for cause during any of my employment with Metro, or resigned in lieu of termination, I understand I may be ineligible for rehire for a minimum of 3 years. 

Like to have:  
You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates.  Your transferable skills are any skills you have gained through education, work experience (including the military) or life experience that are relevant for this position.

  • Extensive experience with virtual meeting/webinar tools, including: Zoom, MS Teams, WebEx.
  • Advanced experience with Microsoft Office programs (Outlook, Word, Excel, PowerPoint).
  • Advanced experience with Adobe Professional.
  • Advanced experience scheduling complex meetings and managing calendars.

Based on our internal equity review process and the candidates qualifications the appointment will typically be made between $23.80 - $27.55 per hour The full-salary range for this position is $23.80 - $31.92 per hour.
 
This position is represented and non-exempt and represented by AFSME 3580 and is classified as a Program Assistant II  (Download PDF reader)click to read the full classification). Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions.
 
SCREENING AND EVALUATION
The Application Packet: The application packet consists of the following documents. Please ensure that you upload these documents in your online application. Make sure your application is complete, missing any part of these items could result in an incomplete application and will not be moved forward in the recruitment.

  • A completed online application
  • Responses to the supplemental questions

The Selection Process: We expect to evaluate candidates for this recruitment as follows. The selection process is subject to change.

  • Initial review of minimum qualifications
  • In-depth evaluation of application materials to identify the most qualified candidates
  • Consideration of top candidates/interviews
  • Reference Check 

Additional Information

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
 
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.
 
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 503-797-1570.
 
Public Employees Retirement System (PERS): Metro pays the employee and employer portion of the PERS contribution.  New (LIUNA) 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.



Job Information

  • Job ID: 62977477
  • Location:
    Portland, Oregon, United States
  • Position Title: Transportation Planning Program Assistant
  • Company Name For Job: Metro
  • Job Function: Administrative Assistant
  • Entry Level: Yes
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: H.S. Diploma/Equivalent
  • Min Experience: 2-3 Years
  • Required Travel: None
  • Salary: $2,380.00 - $3,192.00 (Hourly Wage)
Government
Portland , OR , US

Clean air and clean water do not stop at city limits or county lines. Neither does the need for jobs, a thriving economy, and sustainable transportation and living choices for people and businesses in the region. Voters have asked Metro to help with the challenges and opportunities that affect the 24 cities and three counties in the Portland metropolitan area. A regional approach simply makes sense when it comes to providing services, operating venues and making decisions about how the region grows. Metro works with communit...

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