$19.22 - $25.76 Hourly
Property and Environmental Services
9/24/2018 5:00 PM Pacific
Are you a strong administrative professional with excellent skills in scheduling, meeting support, and general organization and clerical work? Do you enjoy working with mission-focused, hard-working professionals in an active, public service-oriented team? Then you might be perfect for the Administrative Specialist – Solid Waste Operations position.
This new full-time administrative support position will provide administrative, office, committee, clerical and technical support primarily to Metro's Solid Waste Operations (SWOps) leadership team, including the program director, three managers, and three planners. This position will also provide administrative support to eight supervisors in the division. The SWOps team provides essential public services including accepting, processing, and disposing of residential and commercial garbage and recyclables and household hazardous waste from the region at locations in Northwest Portland and Oregon City; taking care of the closed St. Johns landfill; and recycling and selling latex paint under the Metro Paint brand.
Organizationally, this position is a member of the Property and Environmental Services (PES) department's Support Services team. The eleven-person Support Services team delivers top-notch administrative and program support to all five divisions of Metro's Property and Environmental Services department. The position is supervised directly by the PES Support Services Supervisor, with a "dotted-line" reporting relationship to Solid Waste Operations staff and a close working relationship with the Solid Waste Operations program assistant. If you're an experienced, dynamic, team-oriented administrative professional who enjoys public service, we invite you to apply to be a part of our team.
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 as they relate to the duties of this position, 3) resume and 4) answers to supplemental questions, including attachment for question #7.
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.
This administrative specialist position is responsible for performing a variety of administrative, office, committee, project, and clerical support tasks for Solid Waste Operations division and other PES programs and activities under general direction from program staff. Primary functions of the position include the following:
Provides administrative/clerical support to the SWOps leadership team, including the program director, three managers, three planners, and eight supervisors
Serves as a general point of contact for SWOps inquiries and the SWOps managers and supervisors
Schedules division staff meetings and team events among all five SWOps work sites
Coordinates and attends SWOps division events, including arranging meeting space, preparing/distributing meeting materials, taking meeting notes/minutes, and recapping meetings, and distributing action items
Develops and maintains a department shared calendar to include training and events, staff absences, etc.
Maintains current contact information and contact lists, including staff and contractors
Formats and edits materials, documents and reports
Provides purchasing support, including equipment selection
Assists the management team with crisis communication
Maintains SWOps databases, file systems and documents
Maintains SWOps and archiving records in accordance with records retention guidelines
Assists with implementation of SWOps-related events and activities, e.g. GLEAN art exhibit, site tours, etc.
This position is represented by AFSCME Local 3580 and is classified as an Administrative Specialist II (click to read the full classification). Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions.
Two years of experience providing administrative, customer service and problem-solving, 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.
Possession of a valid driver's license.
Preference will be given to applicants with any of the following:
A Bachelor's degree, and/or
Intermediate skills with Microsoft Office Suite (in particular, Outlook, Word, Excel, PowerPoint, Visio and Access), Adobe Acrobat Pro, and SharePoint (or equivalent software programs),
Direct experience working in garbage and recycling operations and/or the region's solid waste system.
Knowledge, skills and abilities
This position requires knowledge of:
Best practices in office management and administration
Office equipment, systems, practices and procedures
Effective verbal and written communication techniques
Effective project management and tracking methods
Business writing, composition, spelling, grammar, punctuation, proof-reading and email etiquette
Recordkeeping procedures and techniques
Techniques and procedures used in gathering, evaluating and reporting information
Department-related laws and regulations, confidentiality requirements, discretionary functions and departmental policies and procedures (or ability to learn them quickly)
A working knowledge of the region's solid waste system (or the ability to learn it quickly)
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 the work
Work with multiple projects/deadlines and daily tasks, prioritizing tasks and project completion accordingly while remaining flexible and accommodating
Perform work functions using a PC and intermediate skill in using Microsoft Office Suite (Word, Outlook, Excel, PowerPoint and Access), Adobe Acrobat and other software programs
Keyboard 50 wpm
Effectively follow both written and oral direction
Communicate clearly and effectively with staff, the general public and partners
Provide outstanding customer service to internal and external customers
Work effectively as a team member
Write clearly and accurately
Perform all essential duties and responsibilities of the position
Use discretion with confidential and sensitive matters
Occasionally work outside of normal business hours
Maintain a driver's license and successfully pass Metro's driver record check to utilize a Metro or personal vehicle for Metro business (e.g. transportation to offsite meetings, service providers and/or to run errands in support of job assignments).
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