Salary$23.95 - $32.11 Hourly
Location Portland, OR
Job Type Full Time
Department Property and Environmental Services
Job Number 2017-6024-PES-1-RO
Closing 11/10/2017 5:00 PM Pacific
Are you detail-oriented, organized and accurate with your work? Do you enjoy working behind the scenes to ensure that program operations run smoothly? Do you have the flexibility to transition between two different types of program activities without missing a beat? Are you interested in supporting interesting projects, supporting dynamic teams and serving the public? If so, Metro's Construction and Solid Waste program assistant may be the position for you.
The new full-time position provides dedicated support to two different programs at Metro: Metro's Construction Project Management Office (cPMO) and its Solid Waste Information, Compliance, and Cleanup (SWICC) program. The person selected for this position will take on important program functions for both teams. The ideal candidate will be able to help shape and define this new role and to perform the work and identify process improvements as the position continues.
Primary responsibilities of this position include ensuring timely updates to Metro's project management tracking system, producing status reports from that system, documenting and updating Metro's construction management business practices, coordinating and supporting construction management training events and steering committee meetings, coordinating internal/external construction project communication, preparing regional garbage authorization and regulatory documents, assisting with data entry and compilation, processing legislative materials, performing general administrative support for division managers and staff, and occasionally supporting Metro's illegal dumping telephone hotline and response team.
The person selected to fill this position is expected to take a high degree of initiative with their work and to work with limited supervision. This person must have outstanding organizational skills, an ability to balance their time well between two teams and to transition smoothly from one program activity to the next, be extremely accurate in their work, and be able to work in teams that must follow specific and precise business practices. Additionally, as someone who will interact regularly with the public, a variety of vendors, and a diverse staff, this person also should be culturally competent.
The work of this position will be split roughly equally between two different program areas (although the balance between the two programs may vary on a periodic basis). Metro's Construction Project Management Office provides project management services throughout Metro and is responsible for planning, bidding, contracting and overseeing construction projects at Metro's many and varied properties throughout the region, including the Oregon Zoo, Oregon Convention Center, Metro parks, and more. The Solid Waste Information, Compliance and Cleanup program is responsible for tracking and analyzing information about the region's garbage and recycling system, ensuring compliance with regional garbage and recycling regulations, and cleaning up illegally-dumped materials on public property within the Metro region. Both teams play an important role in ensuring that the Metro region is a great place. The person selected to fill this position primarily will support the SWICC and cPMO teams, as well as other programs and activities of the department on occasion.
Organizationally, this position is a member of the Property and Environmental Services (PES) department's Support Services team. The nine-person Support Services team delivers a range of top-notch program and administrative services to all five divisions of the Property and Environmental Services department. The position is supervised directly by the PES Support Services Supervisor, with a "dotted line" reporting relationship to SWICC and cPMO staff.
Metro hires a workforce representative of the communities we serve, understanding that a diverse work force strengthens our organization. We value diversity and support a positive and welcoming environment where all of our employees can thrive.
1) Electronic application, 2) cover letter describing your qualifications and interest relating to this position, 3) resume and 4) answers to supplemental questions, including an attachment for question #2.
During the selection process, candidates who move forward in the process may be asked to complete a skills assessment at the Metro Regional Center in northeast Portland.
Appointments are typically made at or near the beginning of the salary range.
Essential Job Duties
An employee in this position must be able to perform all the essential job duties listed below with or without reasonable accommodation; however, this list is not intended to include all of the specific tasks which an employee in this position may be expected to perform.
Primary functions of the position include those listed below, with time split roughly 50-50 between SWICC and cPMO.
Solid Waste Information, Compliance and Cleanup-related duties of this position focus on supporting Metro's solid waste compliance, authorizations, enforcement and code changes. SWICC-related duties include but are not limited to:
Preparation of solid waste authorizations such as franchise agreements, licenses and renewals
Preparation of solid waste enforcement orders, notices and citations
Data entry for and compilation of surveys, Information team data and spreadsheets
Supporting and coordinating legislative materials for the Metro Council, including developing and tracking internal legislative materials and coordinating with Council office for Solid Waste code and rules changes
Providing general administrative support for SWICC managers, including calendar management, meeting and document support and internal/external meeting notes/minutes
Supplemental support for Metro's Report Illegal Dumping (RID) program, including data entry, reporting, and back-up for RID hotline and work crew scheduling.
Other duties as assigned
Construction Project Management Office-related duties of this position focus on supporting Metro's cPMO systems, personnel and activities, which include but are not limited to:
Coordinating/administering Metro's "HoneyBadger" project/portfolio management database and tracking system to ensure consistent Metro-wide implementation, as well as regular reporting, developing reports, entering data, tracking performance metrics, and refining the overall system and performance metrics
Regularly documenting standard Metro construction project management business processes to be used in all Metro capital projects
Coordinating and supporting for Metro's Project Management Steering Committee and Project Management Maturity
Coordinating cPMO trainings/events, including the Metro-wide Project Management and Project Sponsor training sessions
Coordinating project information and communication among cPMO staff, facility managers, clients and vendors
Coordinating the annual cPMO internship
Providing general administrative support for cPMO staff, including calendar/scheduling support for staff, organizing and supporting staff meetings, and tracking staff educational requirements, professional development and certifications
Other duties as assigned
This position is represented by AFSCME 3580 and is classified as a Program Assistant III (click to read the full classification). Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions.
Three years of progressively responsible experience performing complex program administrative functions 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.
Preference will be given to applicants with;
A Bachelor's degree and/or
Advanced skills with Microsoft Office Suite (in particular, Outlook, Word, Excel, PowerPoint and Access) and Adobe Acrobat (or similar software suites).
Additional preference will be given to applicants with;
Experience in successfully using the following software or comparable products: CA (Clarity) Project/Portfolio Management, Granicus Legistar, WebEx, Kanban, SmartSheet, and Adobe InDesign (or similar software / systems).
Direct experience with public regulatory agencies and/or the construction industry.
Knowledge, skills and abilities
This position requires knowledge of:
Best practices in office management and administration
Effective project management and tracking methods
Procedures and techniques for data management and recordkeeping
Techniques and procedures used in gathering, evaluating and reporting information
Effective verbal and written communication techniques
Business writing, composition, spelling, grammar, punctuation, proof-reading and email etiquette
Office equipment, systems, practices and procedures, budgeting, accounting principles and methods
Knowledge of interpersonal and public relations principles and techniques.
A working understanding of solid waste-related regulations, policies, services and mission and construction project management (or the ability to learn quickly)
A working understanding of regional solid waste systems (or the ability to learn quickly)
Laws and regulations, confidentiality requirements, discretionary functions and departmental policies and procedures related to the subject matter of solid waste and construction industries.
This position requires the ability to:
Apply office management and administrative principles on a wide variety of work projects and assignments
Effectively apply organizational and time management systems and problem-solving and analytical skills to organize the work effectively and to ensure work is completed on task, on time and at a standard of excellence
Maintain accurate records and perform basic coding and filing tasks.
Use discretion with confidential and sensitive matters
Work with multiple projects/deadlines, teams and daily tasks, prioritizing tasks and project completion accordingly while remaining flexible and accommodating
Multi-task, work independently, take initiative, and maintain an exceptionally high level of organizational practices while effectively and efficiently tracking the status of a variety of projects
Use a PC with advanced skill in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint and Access), Adobe Acrobat and other software programs
Accurately follow both written and oral direction
Provide outstanding customer service to internal and external customers including a broad range of individuals
Communicate clearly and effectively with staff, contractors and the general public verbally and in writing
Work effectively as a team member and independently as the situation requires
Occasionally work outside of normal business hours, including early-morning meetings
Be flexible and adaptable, including working in a regular office setting and occasionally at Metro's active solid waste sites
Fulfill Metro's employee values of public service, excellence, teamwork, respect, innovation and sustainability.
Online applications: Metro now 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): New 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.
Criminal background check: In order to protect the wellbeing of its employees, the public and agency assets, Metro may conduct criminal background checks on candidates selected for Metro positions. Criminal convictions do not necessarily preclude employment and will be considered on a case by case basis. A background check will only be conducted if you are selected as a finalist for a position. If selected as a finalist, you will be contacted by Human Resources prior to the initiation of a background check.
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, 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.
An Equal Opportunity/Affirmative Action Employer
600 NE Grand Ave
Portland, Oregon, 97232.