Metro Solid Waste Operations (close 7/31)

Program Assistant - Solid Waste Operations

Salary $23.48 - $31.48 Hourly

Location Portland, OR

Job Type Full Time

Department Property and Environmental Services

Job Number 2017-6024-PES

Closing 7/31/2017 5:00 PM Pacific

Position Summary

The Solid Waste Operations (SWOps) program assistant is a member of the Property and Environmental Services department's Support Services team. The individual in this position primarily supports the Solid Waste Operations division, as well as other programs and activities of the department.  The Solid Waste Operations division is responsible for the essential regional services of solid waste planning, operation of two regional transfer stations that collect residential and commercial waste 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.

As a program assistant in Solid Waste Operations, you will assist a team of hard-working, dedicated managers and technical staff by performing a variety of complex administrative, technical and clerical tasks primarily in support of the Solid Waste Operations team and, occasionally, other programs in Metro's Property and Environmental Services department. This new position will play an important role in making sure that current and future solid waste operations run smoothly and successfully. Because of its essential function to ensure that the region's solid waste is processed promptly and efficiently, SWOps by its nature is procedure- and process-driven. The person supporting this team must be able to deliver extremely accurate work and have excellent attention to detail.

This person will be 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 SWOps 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, community leaders, elected officials, and industry leaders, 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 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:

  • Processes, tracks and monitors SWOps proposals, bids and contracts at all stages of their lifecycle.

  • Processes, tracks and monitors Metro SWOps legislation

  • Creates SWOps data tracking system and maintains and reports on data

  • Works with SWOps team to identify, document, format, edit, distribute and archive operational procedures

  • Works with SWOps team to develop, edit, produce and distribute presentation and informational materials

  • Supports internal and external meetings, including scheduling, logistics, meeting set-up, and preparation of notes and/or minutes

  • Manages calendars for SWOps managers

  • Interfaces with public as a single 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

Essential Job Duties:

  • Coordinates and performs a full range of complex administrative and staff support duties.

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

  • Coordinates, prepares, reviews, monitors and processes Metro legislation, proposals, contracts and grants.

  • Prepares contract documents, reports, spreadsheets, charts and tables and other products based on general directions from staff.

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

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

  • Collates and prepares multifaceted presentation materials

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

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

  • Conducts special studies or events for the division manager

  • 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.

  • 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.

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

  • Acts as a representative/liaison for PES and the Solid Waste Operations division 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.

  • Performs webpage updates. 

  • 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 compliance

  • Provides purchasing support to division staff

  • 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 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 providing administrative support to public advisory and/or grant committee(s).

Additional preference will be given to applicants with

  • Experience with the following software:WebEx, Granicus Legistar, SmartSheet, Kanban, 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

  • 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

  • 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.


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