Metro Diversity, Equity and Inclusion Prog. Admin. Assist. (Close 11/13)

Diversity, Equity and Inclusion Program Administrative Assistant


Salary $24.58 - $33.44 Hourly

Location Portland, OR

Job Type Limited Duration

Department Office of the COO

Job Number 2018-1140-COO-DEI

Closing 11/13/2018 5:00 PM Pacific

Position summary

This is a full-time, limited-duration position budgeted for 10 months in duration, with an anticipated end date of August 30, 2019. Limited duration positions are eligible for full benefits.

Metro believes everyone in the greater Portland community benefits from clean air and water, from being close to nature, from safe transportation, from healthy neighborhoods, from job opportunities and from economic stability.

Metro also knows greater Portland is changing – it's become more racially and ethnically diverse. Historically, decision-makers created racist laws and policies that continue to hurt and exclude many people of color. Addressing those structural challenges and improving access to opportunities for people of color to be healthy, wealthy and educated and to live in good neighborhoods is central to Metro's mission and will help create a prosperous future for everyone in greater Portland.

Achieving this important mission requires diverse, smart, thoughtful, culturally competent employees. Metro seeks a highly professional, organized, and systems thinking administrative assistant. If you enjoy providing program support to a diverse team, creating systems to track projects and people and anticipating needs, this is the opportunity for you. The work team provides leadership and resources to create a diverse, equitable and inclusive agency and region, and we're looking for someone who is passionate about those goals.

The administrative assistant is an integral part of the team and will provide support to the program director and six other team members. Tasks will include scheduling, meeting materials and agendas, event logistics, managing event participation through online tools, developing ongoing communication and outreach channels with departments throughout the agency, managing events and activities calendars,  processing a variety of documents, keeping meeting minutes and records, web updates and procurement and financial tasks. You will participate in regular team meetings and will help ensure systems of communication among team members are efficient and effective.

The successful candidate will have a track record of administrative support in a collaborative and fast paced work environment, demonstrating an ability to be a self-starter and proactive in problem solving, ability to be nimble and responsive to changing needs, manage multiple projects at the same time and have experience working with diverse community members inside and outside of the agency.

At Metro, we hire a workforce representative of the communities we serve, understanding that a diverse workforce 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) answer to the supplemental question, 3) resume and 4) cover letter describing your qualifications as they relate to the duties of this position and explaining to us why you believe diversity, equity and inclusion are important for a government agency and for Metro specifically.

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 an employee in this position may be expected to perform.

  • Provide direct administrative and calendaring support to program director; assist Director with managing email requests, calendar appointments and meeting materials and presentations

    • Organizes, schedules and manages meetings and appointments for the Director

    • Support administrative tasks for the Director including: filing, email management, copying, material and meeting preparation, and tasks as requested

    • Staff board meetings by scheduling, agenda preparation, dissemination of materials, note taking and follow up communication

    • Manage daily email activity

    • Other support duties as assigned

  • Assist with program support and scheduling for DEI team members

    • Coordinate responses to incoming calls and emails to DEI program

    • Provide meeting support for advisory and steering committees, including the Committee on Racial Equity (CORE) and Diversity Action Plan Advisory Committee

    • Help organize logistics for staff/community meetings, events and retreats

    • Manage all travel arrangements for conferences and meetings

    • Purchase program materials, office supplies and meeting refreshments

    • Develop and maintain effective internal communications and reporting systems among DEI staff including help populate team meeting agendas, SharePoint pages and other forms of internal information sharing

    • Generate monthly and quarterly budget and project update reports Assist with development, administration and reporting of surveys

  • Act as program contact to receive, communicate, exchange and verify information with departmental contacts and teams throughout the agency

    • Coordinate internal and external committee meeting materials, including correspondence, agendas, meeting notes, refreshments, and other supporting documents; handle registration and travel arrangements as needed for conferences and meetings

    • Manage sponsorship requests

  • Write and edit material for Metro Learning Course announcements, track attendance and produce reports for Metro managers

    • Format flyers and reports using templates; coordinate requests for other communication support with the Communications Department

    • Manage updates to internal and external web pages

  • Coordinate procurement processing and request for proposal (RFP) solicitation process as the department procurement coordinator

    • Attend regular procurement services meetings

  • Perform other related duties as assigned.

This position is not represented and is classified as an Administrative 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

High school diploma or G.E.D., plus three years of progressively responsible administrative support or secretarial experience, or any combination of education and experience that provides the necessary knowledge, skills and abilities to perform the duties and responsibilities of the position.

Preference given to applicants with experience working with diverse groups, including communities of color, elected officials and advocates.

Knowledge, skills and abilities

  • Knowledge of office management responsibilities, systems, and procedures

  • Excellent time management skills and ability to multi-task and prioritize

  • Attention to detail and problem-solving skills

  • Excellent verbal and written communication skills

  • Strong organization and planning skills

  • Proficient in MS Office and Gmail Suite

  • Knowledge of accounting, data and administrative management practices and procedures.

  • Familiarity with managing contracts and bill paying

  • Commitment to racial justice and demonstrated ability to interact effectively with people from different cultures and experiences; ability to lead and work with cross-cultural environments and occasionally regionally diverse environments including rural communities

  • Familiarity with online task management and calendaring tools

  • Basic computer and software skills, including Microsoft Word, Excel and PowerPoint (desktop publishing knowledge is a plus)

  • Operate a variety of office equipment, including computer, copier and scanner

  • Ability to collect, organize, compile and tabulate data and information within established guidelines Maintain program files and records in electronic and hard copy format according to record retention schedules

  • Compose correspondence and reports from instructions or notes

  • Work independently and collaboratively with project teams, supporting others when requested

  • Use discretion with confidential and sensitive matters

  • Provide excellent customer service

  • Work assigned schedule and exhibit regular and predictable attendance

  • Fulfill Metro's core values of public service, excellence, teamwork, respect, innovation and sustainability.

Additional Information

Online applications: Metro 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 well being 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