Job Details

Executive Assistant

City of Portland, Portland

Job - Government

Close Date: 02/14/2018

Executive Assistant
Office of Government Relations
City of Portland, OR


Annual salary range: $41,142 – $63,378, placement in range commensurate with experience

The Position

The Executive Assistant provides complex administrative and program support services to the Office of Government Relations.

The Executive Assistant’s responsibilities include providing direct executive level administrative support to the Director, as well as supporting office staff and acting as the main point of contact for guests and phone calls. Duties include oversight and coordination of the Director’s schedule; arranging and confirming meetings; coordinating travel for the Director, staff, and elected officials; researching and assembling information; coordinating and tracking constituent inquiries; preparing documents for Council; responding to media inquiries; managing public records requests; and maintaining the Director’s files. Moreover, the Executive Assistant will be the lead staff responsible for tracking, coordinating and implementing bureau projects, such as: reviewing changes or proposed changes to City policies and provides recommendations to management within assigned areas of responsibility; coordinating all invoices; designing and implementing annual customer service survey; analyzing and communicating data and recommendations to managers; managing office’s five-year strategic plan; and assisting with the preparation of quarterly state and local ethics reports.

The Executive Assistant will act as a liaison for several City committees and represent the office in meetings.

To Qualify

Applicants must possess:
• Knowledge of public administration and management practices and procedures
• Ability to research, interpret, apply, and explain sound decisions in accordance with laws, regulations, rules and policies
• Ability to establish and maintain effective and diplomatic working relationships with Council members, legislators, bureau directors and staff, as well as with the public

• Ability to analyze data and information, and prepare reports and other communications for a variety of audiences
• Ability to organize, research and maintain complex and confidential office files and tracking and documentation systems
• Ability to exercise strong attention to detail and to maintain confidential and sensitive information
• Fluency in use of Microsoft Office; experience in SAP, Mail Chimp and basic web design are desirable
• Ability to work as part of a team or independently
• Knowledge of local, state and federal politics and political systems is desired

About the Office of Government Relations:

The mission of the Office of Government Relations (OGR) is to advance the City of Portland’s legislative and intergovernmental policy objectives. OGR provides effective representation, strategic advice, and quality service to the City Council and all city bureaus. The work of OGR is politically sensitive, diverse and complex. OGR staff work together collaboratively to meet the needs of our clients in a fast‐paced environment, ensuring that the interests of the City are advanced.

The Office is comprised of four primary programs: State, Federal, International, and Tribal.
The State Legislative Program leads the development of a legislative agenda that reflects the priorities of the Mayor and City Council. The Federal Legislative Program leads the advancement of the City’s legislative and regulatory priorities with Congress and administrative agencies in Washington, DC. The International Relations Program provides strategic planning to support Portland's nine Sister Cities and one Friendship City. The Tribal Relations Program is the latest addition to OGR and assists the City Council and all City bureaus in strengthening relationships and coordinating overall policy development with Tribal Governments and the American Indian/Alaska Native community in Portland.

How to apply:

Interested applicants should email a cover letter, resume, and three references to Susan Dietz (susan.dietz@portlandoregon.gov) or send via mail to:

Exec. Assistant Position
Office of Government Relations
1221 SW 4th, Room 410
Portland, OR 97204

Applications must be received by 4:30 pm on Wednesday, February 14, 2018. Applications received after the deadline will not be considered.

If you have questions, please contact Susan Dietz at 503‐823‐4130 or e‐mail susan.dietz@portlandoregon.gov.

Other Information
This position is exempt from Civil Service and is an “At Will” position. It serves at the discretion of the hiring authority, subject to the City of Portland Human Resources Administrative Rules and Portland City Charter and Code.

Veteran’s Preference: If you are requesting Veteran’s Preference, please identify yourself as a veteran and attach a copy of your DD214/DD215 and/or Veteran’s Administration letter to your profile, stating your disability. You must request Veteran’s Preference and include a copy of your documentation for each recruitment. Veteran’s Preference documentation must be submitted no later than 4:30 PM of the closing date of this recruitment.

Equal Opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, gender, 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. If you wish to identify yourself as an individual with disability under the Americans with Disabilities Act of 1990 and will be requesting accommodation, the requests must be made to Susan Dietz at 503‐823‐4130 or by email at susan.dietz@portlandoregon.gov no later than the closing date of this recruitment.

Position Classification: Commissioner’s Administrative Support Specialist

Complete details: https://www.portlandoregon.gov/ogr/article/668080