Urban Policy and Development Program Assistant

JOB
Metro is dedicated to shaping a better future for the greater Portland region. The work the people of Metro do every day benefits the lives of the people who live here, today and tomorrow. We offer a highly competitive compensation and benefits program. Learn more about the benefits Metro offers. Are you a combination of adaptable to change, savvy with virtual meeting/webinar tools, organized event coordinator, creative problem solver, diligent record keeper, deadline and customer service oriented, seasoned meeting scheduler, and positive team player? As a Program Assistant III, you will provide and coordinate administrative, project management, office, committee, confidential and technical support to staff and associated program/projects within the Urban Policy and Development Division. You will support three dynamic programs at Metro including: 2040 Growth Concept, 2040 Planning and Development Grant Program and the Transit-Oriented Development (TOD) program. You will be part of a strong team of planners in the Urban Policy & Development Division as well as a talented team of administrative support staff within the Planning, Development & Research Department. The Urban Policy and Development group regularly works with staff from cities and counties and non-government organizations to implement planning around the region. As the Program Assistant III you will: Provide scheduling and research support to Urban Policy and Development manager.Under general supervision, conduct field visits as needed to support program, take project photographs and/or document project progress. Complete necessary follow-up procedures and writes correspondence, narratives, or reports related to work assignment. (Example: TOD project annual site inspections, Enterprising Places project monitoring.)Manage the administrative requirements of reoccurring key program committees; tracks membership and manages records in accordance with the retention schedule, takes and prepares meeting minutes; emails pre- and post-meeting communications.Schedule complex meetings and logistics, such as reserving Metro car, securing meeting location, reminding attendees, gathering materials, setting hybrid room, operating technical equipment, arranging catering. Serve as division purchasing coordinator.Manage electronic calendars and schedules for manager, staff and team meetings, steering committee meetings, and others. Provide referral, advice or interpretation services to clients, other agency staff or to the public regarding program policy and services. Conduct research assignments in program area to assist professional staff. Collect information for special studies, programs and projects from several sources and make summary reports as required. Work with project manager and finance staff to help track project contracts, invoices, and grant payments. Create and maintain project files and records.Maintain and organize program image bank. Take project photos or collects photos from other sources. Work with project manager and communications staff to develop PowerPoint presentations, program promotional materials, project updates and develop and maintain web page content.May plan schedule of events for public programs.Under general supervision, consult with professional staff regarding observations, findings regarding clients, assessment of services, etc., to enhance and improve overall program services. Verify, edit, and format documents, reports and correspondence drafted by technical staff; registers for conferences and events; and coordinates staff retreats. Updates programs’ web pages.Prepare and copy edits portions of narrative reports using prescribed formats. Examples: project profiles, annual report, quarterly management report. Sort and tabulate information and data to assist professional staff in their evaluation of program services or needs. (Example: maintains project statistics; maintains TOD project files; files and updates 7-day notice folders; maintains 2040 grants project files in conjunction with program manager).Coordinate and promote special events such as groundbreakings and grand openings in coordination with developers. May coordinate and oversee specific project activities, assigned personnel or volunteers. Schedules staff, interns, and volunteers. Attributes for success: Passion for providing superior administrative support in a team environment.Enjoy problem solving and collaborating.Proficiency with Zoom and Microsoft Office including Outlook, Word, Excel, and TeamsAbility to be punctual and maintain regular and predictable attendance.Ability to analyze, interpret and resolve complex issues by and developing and implementing sound solutions.Ability to communicate effectively by written, spoken and electronic means with employees, other organizations, and the public.Ability to embrace and adapt to a changing work environment.Ability to establish and maintain effective working relationships with co-workers, Metro staff, other organizations, supervisors, and the public.Ability to establish and maintain filing and record keeping systems.Ability to maintain a high-performance level of dependability and reliability.Ability to manage time, organize workload, handle multiple tasks simultaneously and prioritize work in a constantly changing environment to ensure that project goals are met.Ability to multi-task, be proactive and maintain high organizational practices.Ability to work independently and to foster teamwork as a member of a team.Ability to work under pressure in a fast-paced environment with routine interruptions, transitioning tasks with ease, and maintaining a professional demeanor.Knowledge of principles and practices of office management and work organization.Ability to occasionally attend early morning or late evening meetings and events.Diversity and inclusion: At Metro, we’re committed to hiring a workforce representative of the communities we serve, recognizing that a diverse workforce strengthens our organization. We invest in employees by supporting equitable and inclusive hiring practices, employee policies and training programs. TO QUALIFYWe will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific in your application materials on how your background is relevant. Minimum qualifications: We will consider any combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of the position.Three years of administrative and/or clerical work experience ANDA High school diploma or G.E.D.; ORAny combination of education and experience which would provide the applicant with the desired knowledge, skills, and ability required to perform the job.Schedule: This position is eligible for telework with a work schedule of Monday – Friday 8:00am – 5:00pm, with occasional overtime needed for early morning and evening meetings and events. If this statement is true for you, then you may be ineligible to apply: If I was terminated for cause during any of my employment with Metro, or resigned in lieu of termination, I understand I may be ineligible for rehire for a minimum of 3 years. Like to have qualifications: You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates. Your transferable skills are any skills you have gained through education, work experience, including the military, or life experience that are relevant for this position. Previous public sector experience supporting public meetings in person and virtually.Extensive experience with virtual meeting/webinar tools including Zoom, MS Teams and WebEx.Experience with Adobe Pro.Advanced experience scheduling complex meetings and managing calendars.Knowledge of travel coordination practices.COMPENSATION AND REPRESENTATION Based on the Oregon Pay Equity Act requirements, Metro’s internal equity review process, and the candidates’ qualifications, the appointment will typically be made between $32.70 to $37.85. The full-salary range for this position is $32.70 to $43.85 per hour. This position is eligible for overtime and is represented by AFSCME 3580. It is classified as Program Assistant III. Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions. SCREENING AND EVALUATIONThe application packet: The application packet consists of the following documents. Please ensure that you upload these documents in your online application. Make sure your application is complete, missing any part of these items could result in an incomplete application and will not be moved forward in the recruitment.A completed online application Responses to supplemental questions The selection process: We expect to evaluate candidates for this recruitment as follows. The selection process is subject to change.Initial review of minimum qualificationsIn-depth evaluation of application materials to identify the most qualified candidatesConsideration of top candidates/interviewsTesting/assessments Reference check

SUPPLEMENTAL INFORMATION
Questions?Recruiter: Carrie GundermannEmail: carrie.gundermann@oregonmetro.gov ADDITIONAL INFORMATIONEqual 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 and expression, 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. 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. Pay equity at Metro: Every worker must get equal pay for equal work regardless of your gender, race, age or other protected characteristics. Metro has established processes and conducts routine pay equity reviews as part of the hiring process to ensure compliance with the 2017 Oregon Pay Equity Act. Public Employees Retirement System (PERS): Unless otherwise stated in a collective bargaining agreement, Metro pays both the employee and employer portion of PERS contributions for eligible employees. 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.