Job Details

Administrative Specialist II

City of Portland, Portland, OR

Job - Government

Close Date: 07/12/2019

The Portland Police Bureau (PPB) is seeking an Administrative Specialist II to join the Chief's Office.

This recruitment will remain open until 100 applications have been received or until the posted closing date, Friday, July 12, 2019, whichever comes first. Applications received after the 100 application limit has been reached will not be included in this recruitment process.

The Administrative Specialist II under routine supervision, is responsible for providing a full range of general administrative duties and support functions. This position provides confidential administrative support to immediate supervisor and staff. This position might occasionally be required to work evenings or weekends.

Duties include data entry, maintaining logs, setting up meetings, verify information and updating phone directories, composing routine correspondence, distributing faxes to appropriate divisions, processing daily mail, ordering supplies, maintaining supply room, assist with compiling agendas and printed materials for meetings, receive and screen telephone calls, create and edit forms, charts and spreadsheets. The work requires the ability to exercise initiative and sound judgement. Attention to detail, strong organizational skills, effective written and verbal communication skills, and the ability to accurately perform time sensitive and confidential work are critical to the work of this position.

Applicants must also possess the ability to successfully pass an in-depth background investigation.

Why join the City of Portland?

The City of Portland is committed to offering medical, dental, vision, basic life, and long-term disability coverage that provides quality care, support and value to eligible employees and their family members. Additional benefits such as flexible spending accounts, supplemental life insurance and employee assistance program coverage are available to ensure employees have the appropriate tools to safeguard themselves and their family. The City of Portland also participates in PERS, the Oregon Public Employees Retirement System. For more information on the City of Portland's benefits please click here.


The following minimum qualifications are required for this position:
1.Advanced office skills including typing, scheduling, note-taking, filing, logistics support and related skills in use of computer and other office equipment.
2.Ability and experience organizing, setting priorities and exercising sound, independent judgment within areas of responsibility, and the ability to adapt to a fast changing work environment when necessary.
3.Ability and experience understanding and following procedures and office protocols involving maintenance of files, confidential materials, logistics support, administrative procedures; including purchasing and expense processing.
4.Knowledge and experience working with general office software which includes, Outlook, Word, Excel and OneNote for correspondence, spreadsheets, document tracking and databases.
5.Ability to communicate and interact with internal and external customers both verbally and in writing.
6.Ability to establish and maintain effective working relationships with elected official, governmental officials, community organizations, media representatives, and the public.

Applicants must also possess:
•The ability to successfully pass an in-depth background investigation.
•A valid Stare Drivers License and an acceptable driving record at the time of appointment.


An evaluation of each applicant's training and experience, as demonstrated in your resume and responses to the supplemental questions 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 may be required prior to establishment of the eligible list and/or final selection. Some positions may require those placed on the eligible list to complete and sign a criminal background statement before being considered for employment.

Recruitment Timeline: •Posting: 07/01/19 - 07/12/19
•Applications Reviewed: starting the week of 07/15/19
•Eligible List: week of 07/289/19

*Timeline is approximate and subject to change


Application Instructions

Applicants must submit a professional resume and responses to the supplemental questions 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 responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
•Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
•Your resume should support the details described in your responses to the supplemental questions.
•If you are requesting Veteran's Preference, as identified below, please describe in your responses to the supplemental questions and resume 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.

Applications for this position will be accepted, online, until 100 completed applications have been received, but will close no later than 11:59 PM, on July 12, 2019, whichever comes first. Do not attach materials not requested. Applications received after the 100 application limit has been reached will not be included in this recruitment process. E-mailed and/or faxed applications will not be accepted.

If you are requesting Veteran's Preference, attach a copy of your DD214 / DD215 and / or Veteran's Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veteran's Preference AND include a copy of your documentation for each recruitment you apply for.

Veteran's Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.

Non-citizen applicants must be authorized to work in the United States at time of application.

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. If you wish to identify yourself as an individual with a disability under the Americans With Disabilities Act of 1990 and will be requesting accommodation, the requests must be made to the Analyst(s) named below No Later Than the Closing Date of This Announcement.

Teresa Dahrens, Senior Human Resources Analyst
Bureau of Human Resources
(503) 823-4516

An Equal Opportunity / Affirmative Action Employer

Complete details: