Program Assistant - Garbage and Recycling Operations
Salary $23.95 - $32.11 Hourly
Locatin Portland, OR
Job Type Full Time
Department Property and Environmental Services
Job Number 2017-6024-PES-RO
Closing 10/26/2017 5:00 PM Pacific
Do you have a passion for public service? Are you interested in helping to ensure that one of the region's most essential services – garbage and recycling collection and disposal – is implemented at the highest possible level of service quality? Do you enjoy working for and with hard-working, dedicated professionals who are process- and procedure-driven in their work? Then Metro's Garbage and Recycling Operations program assistant position may be the one for you.
This new position provides full-time dedicated support for Metro's Solid Waste Operations team at an exciting phase of the program. The person selected for this position will help to ensure smooth administration of Metro's Solid Waste Operations by taking responsibility for portions of the Solid Waste program, allowing managers to focus more time on leadership, program planning and higher-level operational issues. In addition to leading specific program activities, this position will provide limited administrative support to SWOps managers.
Primary duties of this position include documenting and maintaining operating procedures, developing and editing informational materials, tracking contracts and proposals, organizing and supporting department events, developing reports, data tracking and monitoring, supporting internal and external meetings, serving as a point of contact for the program, and other duties as assigned. For additional details on the range of work to be performed in this position, please see sections on Essential Job Duties and Knowledge, Skills and Abilities in this announcement, as well as the Program Assistant III classification description.
The individual selected to fill this position is expected to take a high degree of initiative with their work and work with limited supervision. They should have, at minimum, superlative organizational skills, excellent attention to detail, flawless writing and proofreading skills, ability to document standard operating procedures and other processes, a high degree of competence with technology and software, and experience with tracking and monitoring contracts and proposals and/or projects. Additionally, as someone who will interact regularly with a variety of diverse vendors, industry leaders, elected officials and staff, they should also be culturally competent.
The Solid Waste Operations division is responsible for the essential regional services of solid waste planning, operation of two regional waste transfer stations that collect residential and commercial garbage and recyclables, operation of two household hazardous waste processing facilities, stewardship of two closed area landfills and operation of Metro Paint, which recycles and resells latex paint. With growth and positive changes expected in Metro's Solid Waste Operations program in the future, this position has the potential to change and grow as well. The individual selected for this position primarily will support the Solid Waste Operations divisions, as well as other programs and activities of the department.
Organizationally, this position is a member of the Property and Environmental Services department's Support Services team. The nine-person Support Services team delivers top-notch program and administrative support 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 SWOps 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 attachment for question #2.
During the selection process, candidates who move forward may be asked to complete a skills assessment at Metro's office 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 the following:
Identifies, documents, formats, edits, distributes and archives operational procedures
Develops, edits, produces and distributes presentation and informational materials
Processes, tracks and monitors proposals, bids and contracts at all stages of their lifecycle
Develops new and/or utilizes existing data tracking system(s) and maintains reports on data
Supports internal and external meetings, including scheduling, logistics, meeting set-up, and preparation of notes and/or minutes
Processes, tracks and monitors Metro SWOps legislation
Manages calendars for SWOps managers
Interfaces with the public as a primary point of contact and response to SWOps-related inquiries
Standardizes and maintains paper and electronic records for the SWOps program
Develops, distributes, tracks and responds to SWOps-related correspondence
Writes, edits and formats program reports
Performs basic budget monitoring and tracking
Plans and supports SWOps-related events
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 at a senior management level in an administrative support capacity 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 provided to applicants with any of the following:
A Bachelor's degree and/or
Advanced skills with Microsoft Office Suite (in particular, Outlook, Word, Excel, PowerPoint and Access) and Adobe Acrobat (or comparable software suites),
Experience with supporting public advisory and/or grant committee(s).
Additional preference will be given to applicants with
Experience with the following software: WebEx, Kanban, Granicus Legistar, SmartSheet, and Adobe InDesign (or comparable software / systems).
Direct experience in the solid waste industry and/or the region's solid waste system.
Knowledge, skills and abilities
This position requires knowledge of:
Best practices in office management and administration
Effective project management and tracking methods
Techniques and procedures used in gathering, evaluating and reporting information
Recordkeeping procedures and techniques
Effective verbal and written communication techniques
Business writing, composition, spelling, grammar, punctuation, proof-reading and email etiquette
Interpersonal and public relations principles and techniques.
A working understanding of solid waste-related regulations, policies, services and mission (or the ability to learn quickly)
A working understanding of regional solid waste systems (or the ability to learn quickly)
Department-related laws and regulations, confidentiality requirements, discretionary functions and departmental policies and procedures
Office equipment, systems, practices and procedures, budgeting, accounting principles and methods
This position requires the ability to:
Apply office management and administrative principles on a wide variety of work projects and assignments
Work with multiple projects/deadlines and daily tasks, prioritizing tasks and project completion accordingly while remaining flexible and accommodating
Multi-task, work independently, take initiative, and maintain a 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 (or comparable programs)
Accurately follow both written and oral direction
Provide outstanding customer service to internal and external customers including a diverse 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.
Maintain accurate records and perform basic coding and filing tasks
Use discretion with confidential and sensitive matters
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.