Housing Senior Administrative Specialist - Temporary

Salary: $34.89 - $46.23 Hourly Location : Portland OR 97201, OR Job Type: Temp (Budgeted) Job Number: Bureau: Portland Housing Bureau Opening Date: 10/21/2024 Closing Date: 11/4/2024 11:59 PM Pacific 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. 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. 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 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. Experience applying business communication including spelling, grammar, and punctuation. Experience interpreting, applying, explaining, and reaching sound decisions in accordance with regulations, policies, and procedures. 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 October 21 , 2024 - November 4 , 202 4 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 and offers How to Apply 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 November 4, 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 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 November 11, 2024 Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. Step 4: Selection (Interview): Late November The hiring bureau will review and select candidates to interview. Step 5: Offer of Employment: Early December Step 6: Start Date: December 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 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 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. 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 experience interpreting, applying, explaining, and reaching sound decisions in accordance with regulations, policies, and procedures? Yes No 09 Provide a detailed example(s) of your experience interpreting, applying, explaining, and reaching sound decisions in accordance with regulations, policies, and procedures. 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

Created: 2024-10-29