Job Information
City of Portland Housing Senior Administrative Specialist - Temporary in Portland, Oregon
Housing Senior Administrative Specialist - Temporary
Print (https://www.governmentjobs.com/careers/portlandor/jobs/newprint/4498352)
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Housing Senior Administrative Specialist - Temporary
Salary
$33.12 - $43.87 Hourly
Location
Portland OR 97201, OR
Job Type
Temp (Budgeted)
Job Number
2024-00500
Bureau
Portland Housing Bureau
Opening Date
05/13/2024
Closing Date
5/27/2024 11:59 PM Pacific
Description
Benefits
Questions
The Position
Job Appointment: Temporary , full-time.
Work Schedule: Monday – Friday, 8 am-5 pm. An alternate schedule may be available.
Work Location: Hybrid. In-person work is to be conducted at 1900 SW 4th Ave, Suite 7007 , Portland, OR 97201 . Remote work must be performed within Oregon or Washington. For more information, click here (https://www.portland.gov/policies/human-resources-administrative-rules/employee-behavior-expectations/hrar-4045-employee#toc-geographic-work-location) .
Benefits: Please check our benefit tab for an overview of benefits for this position.
Union Representation: This classification is represented by the District Council of Trade Unions (DCTU) . To view this labor agreement, please click here (https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements) . Applicants start at the entry salary rate. If you are a DCTU-represented employee, see the labor agreement for additional information or talk to your union representative.
Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need to respond to the supplemental questions and attach a resume.
Position Summary
The Portland Housing Bureau is looking for a Housing Senior Administrative Specialist to join their dynamic team. This role offers the opportunity to work independently, supporting various programs with specialized administrative functions. You'll collaborate with program staff, coordinate facilities, and provide staffing support to committees. Your responsibilities will also include data coordination, preparation of meeting documents, and completion of special projects. This position requires maintaining confidentiality while engaging with diverse communities and demonstrating tact and diplomacy. If you're ready to contribute your initiative, problem-solving skills, and commitment to equity, apply now to be part of our mission-driven team!
As a Housing Senior Administrative Specialist , you will:
Assist program staff in developing correspondence.
Provide front desk coverage; assist with payroll and timekeeping.
Coordinate and support facilities.
Offer staffing support to standing bureau and community committees.
Collect , input, and coordinate data.
Create meeting notices, agendas, and minutes.
Exercise tact, discretion, and diplomacy in sensitive situations.
Prepare , maintain , and safeguard accurate , concise, and confidential records and information.
Communicate frequently with vulnerable populations, diverse communities, program partners, and program staff.
Complete special projects and assignments as needed.
About the Bureau:
Since 2009, the Portland Housing Bureau (PHB) has worked toward a vision that "all Portlanders can find affordable homes...and have equitable access to housing." To that end, we are charged with developing citywide housing policy, delivering programs that increase the supply of affordable housing and promote stable homeownership, and administering a broad range of federal and local resources. Through our policies, plans, and funding, PHB works to stabilize families in their current homes, provide new affordable housing opportunities, and foster equitable , integrated, and diverse communities.
The mission of the Portland Housing Bureau is to solve the unmet housing needs of the people of Portland. The Bureau accomplishes its mission by building and preserving quality, affordable rental, and owner-occupied housing; supporting and sponsoring programs that help low-income Portlanders find, rent, buy, retain, and repair their homes; bringing together partners and leading them to assess the city's housing needs, choose sustainable solutions to efficiently meet them, and identify how best to pay for them; and reaching out to Communities of Color to ensure their participation in the economic opportunities that quality housing investments create.
Questions?
Amanda Hillebrecht, Senior Recruiter
Bureau of Human Resources
Amanda.Hillebrecht@portlandoregon.gov
To Qualify
The following minimum qualifications are required for this position:
Experience in professional office and business practices, such as greeting customers, answering multi-line phones, customer service, payroll and timekeeping, purchasing , expense processing, confidential information, record keeping, archiving , and filing.
E xperience applying business communication including spelling, g rammar , and punctuation .
Knowledge of rules, policies , and procedures applicable to assigned bureau responsibilities.
Experience efficiently using standard office software to prepare a variety of routine to moderately complex documents and materials, such as Microsoft Office Suite, InDesign, web-content management, desktop publishing, access type databases, and others.
Ability to work independently and with a team of staff who perform similar duties.
Ability to use tact and discretion in dealing with sensitive situations and concerned people and customers.
The Recruitment Process
STEP 1: Apply online between Ma y 13 , 2024 - May 2 7 , 2024
Required Application Materials:
Resume
Answer the Supplemental Questions (click on the Questions tab to preview the questions)
Optional Application Materials:
Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)
Application Tips:
The City of Portland has How to Apply Videos (https://tinyurl.com/pdxh2a) and offers How to Apply (https://www.portland.gov/bhr/events) Classes once per month. If you have questions after watching the videos you are invited to contact the recruiter listed on the announcement.
Your responses to the supplemental questions 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 responses to the supplemental questions.
Do not attach materials not requested.
All completed applications for this position must be submitted no later than the closing date and time of this recruitment.
All applications must be submitted via the City's online application process. E-mailed and/or faxed applications will not be accepted.
Step 2: Minimum Qualification Evaluation: Week of May 27, 2024
An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
Your resume and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
You have 14 days from the notice of the minimum qualification evaluation results to let us know if you like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes) for complete information.
Additional evaluation may be required before establishing the eligible list and/or final selection.
Step 3: Establishment of Eligible List: Week of June 3, 2024
Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.
Step 4: Selection (Interview): June
The hiring bureau will review and select candidates to interview.
Please note, that the selection process may take up to 90 days from the notification of being placed on the eligible list.
Step 5: Offer of Employment: June
Step 6: Start Date: July
A start date will be determined after all conditions of employment have been met.
Timeline is approximate and subject to change
Additional Information
Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following:
Veteran Preference
ADA, Pregnancy, and Religious Accommodations
Work Status
Equal Employment Opportunity
A Career with the City of Portland offers many Employee Benefits
We offer a comprehensive benefits package, including but not limited to
Health Care (Medical, Vision and Dental)
Carrot Fertility
Wellness Benefits
Life Insurance
Short- and Long-term disability coverage to eligible employees and their families.
Employee Assistance Plan
Flexible Spending Accounts
Retirement
Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer
Family Medical Leave
City Paid Parental Leave
AND SO MANY MORE!
Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .
01
Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.
The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.
Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.
Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.
Have you read and understood all the information listed above?
Yes
No - If you have any questions, please contact the recruiter on the announcement.
02
Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)
03
The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process)
My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.
You may release my application; I am waiving confidentiality.
04
Do you have experience in professional office and business practices, such as greeting customers, answering multi-line phones, customer service, payroll and timekeeping, purchasing, expense processing, confidential information, record keeping, archiving, and filing?
Yes
No
05
Provide a detailed example(s) of your experience in professional office and business practices, such as greeting customers, answering multi-line phones, customer service, payroll and timekeeping, purchasing, expense processing, confidential information, record keeping, archiving, and filing.
In your response, include details that clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
06
Do you have experience applying business communication including spelling, grammar, and punctuation?
Yes
No
07
Provide a detailed example(s) of your experience applying business communication including spelling, grammar and punctuation.
In your response, include details that clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
08
Do you have knowledge of rules, policies, and procedures applicable to assigned bureau responsibilities?
Yes
No
09
Provide a detailed example(s) of your knowledge of rules, policies, and procedures applicable to assigned bureau responsibilities.
In your response, include details that clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
10
Do you have experience efficiently using standard office software to prepare a variety of routine to moderately complex documents and materials, such as Microsoft Office Suite,?InDesign, web-content management, desktop publishing, access type databases, and others?
Yes
No
11
Provide a detailed example(s) of your experience efficiently using standard office software to prepare a variety of routine to moderately complex documents and materials, such as Microsoft Office Suite,?InDesign, web-content management, desktop publishing, access type databases, and others.
In your response, include details which clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
12
Do you possess the ability to work independently and with a team of staff who perform similar duties?
Yes
No
13
Provide a detailed example(s) of your ability to work independently and with a team of staff who perform similar duties.
In your response, include details that clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
14
Do you possess the ability to use tact and discretion in dealing with sensitive situations and concerned people and customers?
Yes
No
15
Provide a detailed example(s) of your ability to use tact and discretion in dealing with sensitive situations and concerned people and customers.
In your response, include details that clearly reflect how you meet this minimum qualification. Such as:
Examples of when you used the knowledge skill or ability.
Role you served in (professional, internship, volunteer).
Skills, training, transferable skills or lived experience you have that will help you in this area.
Total years of experience applying the knowledge, skill, or ability.
Required Question
Agency
City of Portland
Address
1120 SW 5th Ave, Room 987 Portland, Oregon, 97204
Website
http://www.portlandoregon.gov/jobs
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