Executive Assistant - Multnomah County (OR) : Job Details

Current employees: Please apply through the employee portal to be considered for this opportunity.

Pay Range:

$0.00 - $0.00 Annual

Department:

Department of County Management (DCM)

Job Type:

Elected Official Staff

Exemption Status:

United States of America (Exempt)

Closing Date (Open Until Filled if No Date Specified):

January 05, 2025

The Opportunity:

Annual Salary Range:

$65,000 - $70,000

The Office of Commissioner-Elect Vince Jones-Dixon is seeking a highly organized individual to be the backbone and face of the District 4 Office at the Multnomah County Building. Are you the kind of person who enjoys team coordination, tackling competing priorities and specializes in attention to detail and follow-through?

As the Commissioner-Elect's Executive Assistant, you will exercise independent judgment and proactively address anticipated needs in a time-sensitive way whether orchestrating the high-powered schedules for the Commissioner-Elect and Chief of Staff, coordinating community-focused events, responding to District 4 constituent issues or gracefully managing day-to-day operations. To keep all of this running smoothly, you will utilize Google Suite and other project management tools.

Join us and let's keep the Commissioner-Elect's office moving forward together!

Responsibilities will include:

Scheduling

* Effectively manage the schedule and support project work of the Commissioner-Elect and Chief of Staff; respond to meeting and event requests; compose correspondences.

* Coordinates meetings and briefings between the Commissioner-Elect and other elected officials, county executives, and external stakeholders.

* Support meetings, including booking rooms, anticipating travel requirements, preparing and routing agendas and documents, and taking meeting minutes.

Executive Support to Commissioner-Elect Jones-Dixon

* Route, coordinate and manage approvals for and post administrative procedures and executive orders on behalf of the Commissioner-Elect.

* Answer and screen phone calls and correspondence; respond to and prioritize inquiries, comments, and requests.

* Format and send out emails on the behalf of the Commissioner-Elect, as well as manage distribution lists for newsletters.

Office Management

* Oversee office management activities for the Commissioner-Elect's office, including sponsorships, event coordination, scheduling, accounts payables/receivables, travel and training, and purchasing.

* Act as point person for day-to-day internal services such as: Network approver, Telecom liaison, and Facilities work orders.

* Proactively monitor supply levels of vital office supplies (e.g. printer toner, paper supplies) and make purchases to support business continuity.

* Coordinate, research, recommend and manage details for various issues including office equipment, purchases, space utilization, building maintenance and related administrative support.

Special Projects and Event Coordination

* Provide technical assistance, guest support, and space and refreshments planning for special events and meetings.

* Draft correspondence in response to constituent inquiries and assist in problem solving constituent issues.

* Provide project management support to ongoing and one-time projects, e.g., giving campaigns, coat / book / food drives, etc.

* Participate on various committees and special projects as assigned.

The ideal candidate will demonstrate the following competencies:

* Organized - You know how to multitask, prioritize, and get things done with frequent interruptions. You're able to navigate complex administrative systems with ease and minimal direction. You have project management skills and can prioritize and ensure important things get done in a timely manner.

* Outstanding Professionalism - You pride yourself on your ability to establish and maintain cooperative working relationships with people from diverse backgrounds, including internal and external senior leadership, as well as residents throughout Multnomah County.

* Organizational Savviness - You are able to navigate the County's organizational structure, cultivate positive working relationships, and anticipate and effectively respond to rapidly changing conditions.

* Communication - You have excellent verbal and written skills and are able to interact with others with diplomacy and tact. You are able to handle sensitive information with discretion and confidentiality.

* Excellent Technology Skills - You're proficient in Google Suite (Calendar, Gmail, Docs, Sheets, and other Google products). You have a high level of technological capacity, and ideally are familiar with project management tools.

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 about how your background is relevant. For details about how we typically screen applications, review our overview of the selection process page.

Minimum Qualifications/Transferable Skills*:

* Equivalent to an Associate of Arts degree (in lieu of degree, a total of four years of relevant administrative support experience will be accepted).

* Two (2) years of increasingly responsible administrative / office management experience that includes complex scheduling.

* Experience in public policy with familiarity on community issues and local government.

* Experience interacting with volunteers, constituents or customers.

* Strong written and verbal communication skills, with demonstrated ability to effectively communicate with a diverse range of stakeholders.

* Ability to pass a professional reference check.

Preferred Qualifications/Transferable Skills*: 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. Please clearly explain on your application how you meet any of the following preferred qualifications/transferable skills.

* Experience with supporting an elected official or senior-level executive, including drafting email correspondence on their behalf.

* Community outreach experience.

* Critical and strategic thinking skills, with strong organizational skills.

* Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experiences that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position.

Screening and Evaluation:

The application packet consists of the following. Keep in mind we use your application materials as evaluation tools. The quality and strength of your application will determine if you move forward in the process. Respond to each section completely and concisely. Refer to your relevant experience (paid or unpaid) and training.

Application Packet: The application packet consists of the following documents. Please ensure that you upload these documents in your online application.

* A completed online application.

* An uploaded resume covering relevant experience and education. Please be sure your resume includes the following for each employer: name of employer, location, dates of employment, your title, a brief summary of your responsibilities, the number of employees under your supervision.

* An uploaded cover letter that expands on your resume, addresses why you are interested in this position and demonstrates how your experience and skill set align with the minimum requirements.

Note: The application, resume and cover letter should demonstrate your work experience/skills and how it is related to those shown in the Overview and To Qualify sections of the job announcement. Please be thorough, as these materials will be scored and determine your eligibility to advance in this recruitment process.

Veterans' Preference: Under Oregon Law, qualifying veterans may apply for veterans' preference for this recruitment. Review our veterans' preference page for details about eligibility and how to apply. The recruiter as listed on the job announcement must receive all required documentation by the closing date of the recruitment.

The Selection Process: We typically evaluate candidates for unclassified executive recruitment as follows:

* Initial review of minimum qualifications: We may do an additional preferred review, phone screen, and/or send out additional supplemental questions to identify those highest qualified.

* Consideration of top candidates: This may include panel interview(s), a hiring interview, and/or additional testing to determine the best candidates for a position.

* Professional reference checks.

Note: Application information may be used throughout the entire selection process. This process is subject to change without notice.

Multnomah County offers an exceptional benefits package, including employer-funded retirement savings; health and dental insurance at very low cost to full-time employees and their dependents; paid parental leave; wellness programs; a focus on work-life balance; and much more. Find more details on our benefits website.

Equal Pay Law:

Please be advised that the pay range listed for this position is intended to provide general guidance on the earning potential for the role. However, actual compensation will be determined in accordance with the Oregon Equal Pay Law and will take into account factors such as the candidate's relevant experience, education seniority, training, and/or tenure. Candidates should expect that initial offers will be made within the listed pay range and may not be at or near the top of the range.

Serving the Public, Even During Disasters:

Everyday, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the Disaster Service Worker Information page.

Additional Information:

* This position is classified as a Staff Assistant and is an Unclassified / Executive position and serves at the pleasure of the Elected Official and may be subject to discharge at any time.

* This is a salary, unclassified / executive position that is not eligible for overtime.

* The onsite work location for this position is at the Multnomah Building: 501 SE Hawthorne Blvd., Portland, OR 97214.

* All employees must reside in Oregon or Washington; the county cannot support ongoing telework from other locations.

* Work Schedule is Monday through Friday; occasional evenings and weekends may be required.

* This recruitment may be used to fill full-time, part-time, temporary, limited duration and on-call positions.

Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it to create a culture of dignity and respect for our employees.

We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. The EEO Know Your Rights poster is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals.

Veterans' Preference: Under Oregon Law, qualifying veterans may apply for veterans' preference. Review our veterans' preference page for details about eligibility and how to apply.

Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711.

Questions?

Recruiter:

Prudence Veach

Email:

[email protected]

Phone:

+1 (971) #######

Application information may be used throughout the entire selection process. This process is subject to change without notice.

Disclaimer: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.

Job Profile:

9400 - Staff Assistant