Program Assistant

Program Assistant

Hello, we're Metro! 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.

The Planning, Development, and Research Department is looking for a Program Assistant to provide and coordinate administrative, project management, office, committee, confidential and technical support to dynamic staff and associated program/projects within the Regional Transportation Division.

As the Program Assistant you will:

• Schedule and coordinate complex logistics for on and off-site and virtual meetings/webinars and event logistics. Includes coordinating, researching and reserving location, sending meeting/event notice, preparing materials, coordinating attendees, room and technology set up, catering and room prep/clean up.
• Provides administrative support for various public and other formal committee meetings/workshops by tracking and preparing agendas, work programs, and meeting materials, scheduling and coordinating meeting room set up and/or Zoom, attending meetings, preparing and distributing meeting minutes, arranging for catering, technical needs, tracking committee roster, processing stipends and managing meeting records. (Current Public committee supported: Transportation Policy Alternatives Committee monthly, Regional Transit Forum quarterly)Assist with coordinating, editing and routing legislation using electronic systems for approval.
• Receive public record requests and coordinates with division staff and record analyst to fulfill.
• Coordinate administrative logistics for assigned project activities.
• Assists communications with administrative tasks for program engagement efforts.
• Prepare documents, reports, spreadsheets, charts and tables and other products based on directions and guidance from staff. Copy edits reports and documents.
• Maintain record keeping systems (Content Manager, Network), including formal decision records.
• Update program web pages as needed.
• Schedule and coordinate logistics for in-person and virtual staff meetings and events. May take notes at team meetings.
• Assist in coordinating administrative functions, communications and liaise with internal departments, department divisions and/or other agencies.
• Screen, prioritize, filter and respond to snail mail, email, phone calls and visitors and routes/refers to the appropriate department contact. Monitor shared Outlook email in-boxes; forward public comments/inquires to appropriate staff, directly respond to community member concerns/inquires relating to assigned program area.
• Prepare documents, reports, spreadsheets, charts, tables and other products based on directions and guidance from staff. (Current report includes: Unified Planning Work Program)
• Establish and maintain databases, update and maintain staff, project and client contact lists.
• Serve as purchasing coordinator for division; maintains and uses a purchasing card, uploads receipts and purchasing documentation to US Bank Access program monthly.
• Assist other department support staff as needed.
• Ensure activities comply with relevant laws, rules, regulations, Metro and department policies and procedures.
• Prepare letters for signatures, respond to phone calls and send email correspondence to Metro departments, other agencies and the public as requested.
• Conduct research and communications with outside agencies, businesses and partners.
• Coordinate and process staff registrations and travel.
• Performs other duties as assigned.

Attributes for success

• Ability to work well under pressure with routine interruptions, last minute requests and changes in priorities.
• Advanced experience with Microsoft Suite, Adobe, Teams, Zoom, Content Manager,
• Effectively apply organizational skills, time management, problem solving and analytical skills to organize and prioritize work to ensure work is completed on time and with accuracy.
• Strong communication skills (written, email and verbal); ability to effectively and professionally communicate with stakeholders.
• Ability to be proactive, plan, foresee and resolve issues before they escalate; manage competing priorities.
• Ability to occasionally attend early morning or late evening meetings.

DIVERSITY AND INCLUSION

At Metro, we strive to cultivate diversity, advance equity, and practice inclusion in all of its work. This means attracting and empowering a workforce that is inclusive of a broad range of human qualities. Workplace diversity is both a moral imperative and a business strength, essential to providing quality support and services to our region. Metro's goal is to hire, develop and retain highly skilled and talented individuals across all departments and programs who best reflect the diversity of our community.

Learn more about how Metro is advancing diversity

TO QUALIFY

We 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

• Three years of administrative and/or clerical work experience, and
• High school diploma or G.E.D., or
• Any combination of education, professional, volunteer and lived experience that provides the necessary knowledge, skills, and abilities to perform the classification duties and responsibilities.

Working Conditions

Work is performed in a standard office environment where work pressures, disturbances of workflow and/or irregularities in the work schedule are expected and occur on an intermittent basis. Changes in the performance environment require occasional upgrading of skills. Minimal physical exertion is generally required. Learned physical skill is required to perform keyboarding and 10-key functions.

Must have the ability to occasionally attend early morning or evening meetings that may occur at a Metro site or other location within the region.

Hybrid Telework

This position is designated as "hybrid telework." You will be required to work onsite and at times have the option to work away from your assigned work location. The specific schedule and balance of onsite and telework will be discussed with the hiring manager at the time of offer. Employees must reside in Oregon or Washington to work at Metro. Please note, the designation of hybrid telework may be subject to change at a future time.

Current Primary Worksite requirements include:

• Working onsite at least one day per week (Tuesday, Wednesday, or Thursday)
• In-person attendance at:
• All-Staff department meetings
• Team meetings: In-person monthly, minimum
• 1:1 supervisor check-ins: In-person monthly, minimum
• Public/Committee meetings
• Designated team "in-office days"
• Training as requested
• When it is essential/conductive to perform job responsibilities
• When directed by management
• When it's the preferred worksite for the day (choice based on personal convenience or preference)

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 them 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.

• Experience providing administrative support to public meetings and knowledge of Robert's Rules of Order
• Advanced experience with Microsoft Office programs (Outlook, Word, Excel, PowerPoint)
• Advanced experience with Adobe Professional
• Advanced experience scheduling complex meetings and managing calendars

SCREENING AND EVALUATION

The application packet: The application packet consists of the following required 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
• Answers 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 qualifications
• In-depth evaluation of application materials to identify the most qualified candidates
• Consideration of top candidates/interviews
• Reference check

COMPENSATION, BENEFITS AND REPRESENTATION

The full-hourly range for this position is step 1 $34.41 to step 7 $46.15. However, unless a candidate's qualifications justify, based on the Oregon Pay Equity Act requirements and Metro's internal equity review process, the appointment will likely