Executive Assistant (Administrative Specialist III) to the DCA of Public Safety

Job Appointment: Full Time. Regular.
Work Schedule: Monday - Friday, 8:00 AM - 5:00 PM. Alternate schedules may be available.
Work Location:  In-person work will be conducted at Portland City Hall 1221 SW 4th Ave, Portland, OR 97204, USA
Union Representation: This classification is not represented. 
Starting Pay: The City of Portland follows the Oregon Equal Pay Act. Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying.

The City of Portland’s Public Safety Service Area is seeking an Executive Assistant (Administrative Specialist III) to support the Deputy City Administrator's Office. The Executive Assistant provides comprehensive administrative and executive support to the Deputy City Administrator (DCA), performing a wide range of general administrative duties as well as specialized program coordination responsibilities.

Primary responsibilities include managing the DCA's calendar and scheduling; coordinating workflows related to the Director’s signatures and approvals; preparing and reviewing correspondence; planning and organizing meeting agendas; and maintaining official files and records for the DCA's Office. 

In addition to executive support, this position performs specialized program functions, including coordinating the administrative rule adoption process for Public Safety Service Area programs and managing the bureau’s City Council filing process.

What You’ll Get to Do

• Provide high-level executive and administrative support to the Public Safety Service Area DCA, serving as a central point of coordination for sensitive, confidential, and time-sensitive information.
• Manage and coordinate the DCA's calendar, appointments, meetings, and competing priorities with a high degree of discretion and professionalism.
• Coordinate workflows associated with the DCA's review, signatures, approvals, and other executive actions.
• Research and promptly respond to inquiries from employees, customers, and residents.
• Facilitate effective communication and information flow among bureau leadership, executive staff, management, employees, and other internal and external partners.
• Coordinate DCA's Office and leadership-team meetings, including scheduling, technology preparation, agendas, meeting packets, minutes, and follow-up activities.
• Provide administrative coordination and support for eCouncil filings and administrative rule processes.
• Assist with the preparation, tracking, and monitoring of bureau and team budgets.
• Coordinate procurement and administrative activities, including supplies, resources, registrations, training, and other business needs.
• Develop, document, evaluate, and continuously improve administrative processes and procedures within the DCA's Office.
• Ensure administrative practices align with City policies and bureau requirements, and established standards.
• Support compliance with City records-management and records-retention requirements.
• Provide responsive administrative support on special projects and emerging priorities as assigned.

Who You Are

• Organized and Solutions-Oriented: You are motivated by continuous improvement and attention to detail. You enjoy creating, implementing, and documenting processes that help teams work effectively, and you are interested in solving problems collaboratively with customers and coworkers.

• Collaborative and Inclusive: You develop and maintain strong relationships to accomplish shared goals. You value partnership, are comfortable sharing power, and can effectively navigate conflict.

• An Excellent Communicator: You demonstrate strong interpersonal and written communication skills and can communicate effectively with a variety of audiences, roles, and backgrounds.

• Equity-Driven: You are committed to and familiar with equity and inclusion values and practices that remove barriers to access, promote equitable outcomes, and address inequities. Ideally, you have direct experience and understanding of the challenges and historical impacts of inequitable access or disinvestment.

• Socially and Emotionally Intelligent: You work with others in a way that creates ease and builds trust. You are motivated, empathetic, team-oriented, and passionate about supporting others.

• Flexible and Adaptable: You can effectively prioritize competing demands and adjust to changing circumstances. You use strong organizational skills to manage multiple tasks and respond effectively to a fast-paced, dynamic work environment.

1. Experience managing complex executive-level administrative functions, such as scheduling, travel management, purchasing practices, and procedures. 
2. Experience editing and proofreading communication materials, including emails, reports, and documents.
3. Experience coordinating meetings, such as drafting agendas, arranging logistics, managing virtual and hybrid technology, and capturing detailed minutes. 
4. Experience preparing and maintaining accurate, concise, confidential, and highly sensitive records and information. 
5. Experience working with limited supervision and guidance on complex tasks, proactively managing competing priorities and deadlines to support organizational goals and executive operations.

How to Apply:

• Submit your resume and responses to supplemental questions by the closing date.
• (Optional) Submit Veterans’ Preference documents, if applicable. 
   If this is your first time applying with the City of Portland, or if you haven’t requested veteran preference before (and would like to now), please attach your DD214-Member 4 and/or VA Benefit Letter to your application. Once we verify your eligibility, we’ll record your veteran preference in our system, so it automatically applies to your future applications.
• Click here for application tips for resume, supplemental question response and/or cover letter.

What to Expect:

1. Application Review - (Week of November 9th): We'll review your application materials to ensure you meet the minimum qualifications listed above. 
2. Notice/Feedback - (Week of November 16th): You will receive an email when the minimum qualification review is complete. If you disagree with the evaluation results, you may request a review within 14 days of the email notice, per City Administrative Rule 3.01.
3. Selection Process - (November/December): The hiring bureau will review qualified applications, conduct interviews, and check references. 
4. Conditional Job Offer - (December): Final candidates may undergo a background or driving record check, depending on the position.

Learn More About:

• How to Apply Videos and Workshops
• City of Portland Core Values
• HRAR-3.01 - Recruitment Processes
• Veteran Preference Information
• Total Compensation and Benefits
• Language Pay Differential Eligibility

We’re committed to providing a fair, inclusive, and accessible hiring process. If you need assistance with your application or would like to request a reasonable accommodation due to a disability, pregnancy, or religious belief, please contact the recruiter listed below.

Questions? We're here to help!
If you have questions about this recruitment or need assistance, contact:

Jaclyn Snyder, Senior Recruiter
[email protected]
Bureau of Human Resources