Office Support Specialist III Job at City of Portland, OR
The Position
Are you detail-oriented and enjoy managing a variety of tasks in critical support roles? Are you a creative thinker, able to solve problems and remain flexible when new challenges arise? If so, you may be the Office Support Specialist III that we are seeking!
The City of Portland is recruiting for professionals who are interested in a rewarding career as an
Office Support Specialist III (OSS III). The City of Portland values diversity, excellence, and serving our community. The OSS III is a professional-level administrative support position that provides advanced administrative and program-specific support work. OSS III's work in bureaus throughout the City in a variety of programs and specialties.
What you’ll get to do:
- Provide meeting, calendar, and email support
- Support group-wide meetings and employee recognition
- Assist with interview process support and coordinating new hire logistics
- Track and monitor computer, device, and other City assets
- Process and track purchases and invoices, reconcile monthly procurement card charges
- Compose and format quality documents, utilizing a variety of software programs, including Adobe, and MS Office Suite
- Coordinate telecommunication and technology needs
- Assist with drafting and formatting bureau policies, protocols, and standard operating procedures
- Order and track office supplies and maintain adequate inventory
- Perform a variety of special projects as assigned
- Loves Helping Others: You are committed to outstanding customer service. You genuinely want to help people, and even when you cannot, you make sure you did everything possible. You remain calm when others are frustrated and patient when others are confused. You let people fully explain their problems and concerns. You are upbeat, helpful, and unflappable.
- Organized and Detail-Oriented: You can keep track of multiple projects simultaneously and ensure they remain on track for successful, timely delivery. You approach tasks in a methodical and ordered manner. You check your work thoroughly, so every detail is right.
- A Pro at Prioritizing: You can prioritize work on a daily, weekly, and monthly basis, based on deadlines, importance, and impact on others. You successfully balance long-term projects with daily tasks. You can handle interruptions without allowing them to derail higher priority work.
- Clear Communicator: You can convey complex technical information to those with no background in the subject, including elderly beneficiaries. You are clear, direct, and honest with others about what can and cannot be done, and when. When working collaboratively, you make sure others understand timelines, deliverables, and responsibilities.
- Enjoys Teamwork. You like to contribute to team-wide goals and outcomes. You value the importance of supporting others so they can do their work more effectively and efficiently. You pitch in, no matter the task, and help solve problems whether or not they are “yours.”
- Values Equity and Diversity. You recognize our collective responsibility to create and maintain an inclusive, respectful, and culturally responsive workplace.
Portland Bureau of Transportation:
The Portland Bureau of Transportation is a community partner in shaping a livable city. We plan, build, manage, and maintain an effective and safe transportation system that provides people and businesses access and mobility. We keep Portland moving. For more information about the Portland Bureau of Transportation, please visit Transportation | Portland.gov. The Portland Bureau of Transportation embraces diversity, models inclusivity, and promotes equity through its service delivery, internal operations, organizational culture, and in its work with partners and the community.
Office of Community & Civic Life:
The Office of Community & Civic Life connects Portlanders with city government to build inclusive, safe, and livable communities. For more information on Civic Life and its various programs, please visit https://www.portland.gov/civic. This position will be working within the Cannabis Program as support for our Social Equity & Educational Development (SEED) Initiatives Grants Program. For more information about SEED please visit https://www.portland.gov/civic/cannabis/seed
Bureau of Environmental Services:
Environmental Services is your sewer and stormwater utility. We protect public health and our environment by collecting and recovering resources from the city’s wastewater, managing stormwater, and restoring and protecting Portland’s rivers, streams, and watersheds. Environmental Services | Portland.gov
The resulting eligible list will be used to fill future vacancies throughout the City. For a list of the supporting bureaus, please see the “Additional Information Section.”
This classification is represented by the DCTU. To view this labor agreement, click here.
Applicants start at the entry salary rate
.
If you are a DCTU represented employee, see labor agreement for additional information or talk to your union representative.
City of Portland Core Values:
Anti-racism | Communication | Collaboration | Equity | Transparency | Fiscal Responsibility
These values guide our actions as we serve the community and engage our workforce. To learn more about the City's core values, please click here.
Why work at the City of Portland?
The City of Portland workforce serves a population of over 650,000. We are culture- and solutions-driven, viewing every challenge as an opportunity to learn, improve, and share our expertise. We are committed to removing systemic barriers to resources, access, and opportunity. The City is a believer in all people and continues to actively recruit and retain diverse top talent every day. We offer a comprehensive benefits package, including but not limited to medical, dental, vision, basic life, short- and long-term disability coverage to eligible employees and their families. If you are open-minded, motivated, community-focused, and self-aware, please apply yourself at the City of Portland today.
The City of Portland also participates in the Oregon Public Employees Retirement System (PERS). For more information on the City of Portland's benefits please click here.
COVID-19 Vaccine Requirement
As of October 18, 2021, all City employees must be fully vaccinated for COVID-19. This is required for all positions at the City of Portland. Proof of being fully vaccinated is required by date of hire. You may request an exception, for health or religious reasons, from getting the COVID-19 vaccine at the time a position is offered.
Work Location
Currently, many positions with the City of Portland are being performed remotely due to COVID. In the future, current positions classified as “full-time remote” will: 1) become a remote/onsite mix or 2) revert to full-time at a city work location.
To Qualify
Applicants must provide details in their supplemental question responses and resume that demonstrate how their education, training and/or experience, meets each of the following minimum qualifications:
- Experience reading and explaining rules, regulations, procedures, and contracts.
- Experience effectively communicating (verbally and in writing) and working with staff and the public, establishing, and maintaining effective interpersonal relationships with a diversity of others.
- Ability to work independently, including prioritizing work assignments for self.
- Experience composing and formatting correspondence, reports, and procedures.
- Ability to use database tracking tools and exporting data to prepare a variety of routine to complex documents, reports, charts, spreadsheets, and other materials.
- Must be fully vaccinated for COVID-19 per City/State mandate or have an approved exception by date of hire.
The Recruitment Process
An evaluation of each applicant's training and experience, as demonstrated in their resume and answers to supplemental questions, weighted 100%.
Do not attach materials not requested. Only candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. You have 14 days from the notice of the examination results to let us know if you disagree with your results. Please read the City of Portland Administrative Rule 3.01 for complete information.
Additional evaluation may be required prior to establishment of the eligible list and/or final selection.
**PLEASE NOTE: The eligible list generated from this recruitment may be used to fill future vacancies**
Recruitment Timeline
Job Posting closes: Monday January 2, 2023
Applications Reviewed: Week of January 2, 2023
Eligible List / Notices Generated: Week of January 9, 2023
Selection Process Begins: Late January
Job Offer: February
*Timeline is approximate and subject to change
Application Instructions
Applicants
must
submit a professional resume and answer all supplemental questions, specifically focused on your qualifications for this position as identified in the "To Qualify" section of this announcement in accordance with the following Application Instructions:
- Your résumé and answers to supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
- Your supplemental question answers should include details describing your education, training and/or experience, and where obtained which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
- Your resume should support the details described in your answers to the supplemental questions.
- Salary Range/Equity Pay Analysis: Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.
- If you are requesting Veteran's Preference, as identified below, please describe in your responses to the supplemental questions and resume any transferrable skills obtained during your military service and how they relate to each of the required minimum qualifications under the "To Qualify" section above.
Please note, all completed applications for this position must be submitted no later than 11:59 pm, on the closing date of this recruitment.
All applications must be submitted via the City's online application process.
Do not attach materials not requested
.
E-mailed and/or faxed applications will not be accepted.
Additional Information
Work Status: Non-citizen applicants must be authorized to work in the United States at the time of application.
Veterans' Preference: If you are requesting Veterans' Preference, attach a copy of your DD214/DD215 and/or Veterans Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veterans' Preference AND include a copy of your documentation for each recruitment to which you apply.
Veterans' Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.
ADA, Pregnancy, and Religious Accommodations: If you identify as a person with a disability, are pregnant or nursing, or observe a religious practice(s), and would like to request a reasonable accommodation when applying for this job, please contact the Recruiter below for assistance.
Equal Employment Opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply.
Language Pay Differential
City of Portland employees who speak one or more languages in addition to English, may be eligible to receive a “language pay differential.” This is compensation for qualifying multilingual City employees who use their language skill to assist the community. More about the language pay differential can be found here.
Did you know? The City of Portland offers How to Apply Classes that are free and review best practices for applying to the City. Follow the link for the most recent list of scheduled dates: https://www.portland.gov/bhr/events .
Contact Information:
TroyLynn Craft
Senior Recruiter
troylynn.craft@portlandoregon.gov
An Equal Opportunity / Affirmative Action Employer
Other Bureaus that may use the eligible list generated from this recruitment include:
Bureau of Environmental Services, visit https://www.portland.gov/bes
Bureau of Revenue and Financial Services (BRFS), visit https://www.portlandoregon.gov/brfs
Bureau of Technology Services (BTS), visit https://www.portlandoregon.gov/bts/
Development Services (BDS), visit https://www.portland.gov/bds
Emergency Communications (BOEC), visit https://www.portland.gov/911
Emergency Management (PBEM), visit https://www.portland.gov/pbem
Fire and Rescue, visit https://www.portlandoregon.gov/fire
Office of Community & Civic Life (OCCL), visit https://www.portland.gov/civic
Parks & Recreation (PR&R), visit https://www.portland.gov/parks
Transportation (PBOT), visit https://www.portland.gov/transportation
Water (PWB), visit https://www.portland.gov/water
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