Metro prog. Assist. Construction and solid waste (Close 7/31)

Program Assistant - Construction and Solid Waste

Salary $23.48 - $31.48 Hourly

Location Portland, OR

Job Type Full Time

Department Property and Environmental Services

Job Number 2017-6024-PES-1

Closing 7/31/2017 5:00 PM Pacific

Position Summary

The SWICC-cPMO program assistant is a member of the Property and Environmental Services (PES) department's Support Services team. The individual in this position will split their time roughly equally to support two PES divisions:  Solid Waste Information, Compliance and Cleanup (SWICC) and the Construction Project Management Office (cPMO).  SWICC is responsible for providing information and analysis about the region's solid waste system (garbage and recycling), ensuring compliance with regional solid waste regulations and cleaning up illegally-dumped materials on public property in the region.  The cPMO provides project management services and is responsible for planning, bidding, contracting and overseeing construction projects at Metro's many and varied properties throughout the region.

As a program assistant to SWICC and cPMO, you will assist two teams of very active, deadline-driven managers and technical staff by performing a variety of complex administrative, technical and clerical tasks in support of both programs. This new position represents the first-ever dedicated support position for the cPMO and expands program support for SWICC. The position plays an important role in making sure that the staff of both teams can focus more on their technical duties and responsibilities, knowing that this position has addressed the administrative details. Overall, the person in this position is expected to spend roughly 50% of their time in support of SWICC and roughly 50% of their time in support of cPMO. In support of teams in two different divisions, the ideal candidate for this position is highly organized and has the ability to transition seamlessly between tasks and projects without missing a beat.  Because the work performed by these two divisions is driven by precise detail, timelines and regulations, the ideal candidate for this position is procedure- and process- focused with excellent attention to detail and accuracy in their work.

This position is a member of the department's nine-person Support Services team, which delivers top-notch administrative and program 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 SWICC and cPMO staff.  Working in this context, an ideal candidate will be highly organized, have the ability to perform as a self starter, and be highly-skilled with technology and software.  Furthermore, as a point of contact for a variety of vendors, staff, and community members, this person should be culturally competent.

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.

Application requirements
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 #3. 

During the selection process, candidates who move forward in the process 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 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.

Construction Project Management Office-related duties of this position focus on supportingMetro'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.

Essential Job Duties:

  • Coordinates and performs a full range of complex administrative and staff support duties with a very high level of attention to detail.

  • Performs project tracking support (data entry, queries, report processing). 

  • Develops/maintains databases and project records

  • Organizes and compiles raw materials and data for special studies and/or technical projects

  • Prepares solid waste authorization agreements and enforcement documents based on general directions from staff.

  • Standardizes business procedures and notifies staff of procedural/policy changes, etc.

  • Coordinates staff reports and other documents in support of Metro Council agenda items

  • Conducts special studies or events for the division manager

  • Performs meeting/event scheduling and organization, including agenda preparation and distribution, room reservations, equipment and room setup, RSVP management, sign-in sheet management, note taking and meeting summary preparation and distribution.

  • Collates and prepares multifaceted presentation materials

  • Produces spreadsheets, charts, mail merge documents, mailing labels, flyers, contact mailing lists, etc.

  • Prepares annual/periodic program reports under the guidance of technical staff

  • Acts as a representative/liaison for PES and the SWICC and cPMO divisions with internal departments, external stakeholders and the public, as required. May interpret policies, program objectives and regulations to the public.

  • Screens, prioritizes and responds to mail, email, phone calls and visitors or routes to the appropriate person or department.

  • Establishes and maintains databases, updates and maintains staff and client contact lists

  • Writes and copy-edits straight-forward correspondence, e-mails, and outreach materials based on general directions from staff.

  • Reviews and processes materials from completed projects, committee records, periodicals, permanent records and prepares records for archiving and/or destruction pursuant to Metro's Records Information Management program.

  • Processes invoices and other accounting or budget data, generates reports, and monitors accounts for budget complianc

  • Provides purchasing support to division staff

  • May coordinate and lead specific project activities, assigned personnel or volunteers. Participates in training lower-level staff in a variety of duties. Schedules staff, interns and volunteers. Assists new staff and interns in navigating Metro procedures.

  • Assures activities are in compliance with relevant laws, rules and regulations

  • Performs 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.


Minimum Requirements

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, SmartSheet, Kanban, 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 and construction project management (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 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.

  • 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.


Additional Information

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