Administrative Analyst Senior - Multnomah County Chair's Office

Multnomah County Chair Jessica Vega Pederson’s Office is seeking an experienced administrative professional to provide executive-level management support, anticipatory solutions to complex and competing problems, and analytical, discerning administrative skills. If your supervisor and colleagues would describe you as someone who: excels in a dynamic work environment while attending to details; positively collaborates with a team but executes independently; and delivers accurate results on time, we welcome your application!  

In this role, you manage complex schedules and support day-to-day operations and project work for the Chief Executive, as well as the Chief of Staff. As the go-to point of contact for the Chair, you are respectful and communicate effectively with people of varying cultural backgrounds and levels within the organization. You will be a key player in managing the daily operations of the Chair’s Office and possess the ability to anticipate needs proactively and fill them. 

The Chair’s Office is filled with mission driven, highly motivated staff who are passionate about making Multnomah County a responsive, impactful, and accountable government that centers equity and recognizes the value and strength of each community member.  Creativity, drive and enthusiasm for this community is an integral part of how we show up every day and help move the work forward.  

Essential functions include:

Scheduling

• Effectively manage the short and longer-term schedules and support project work of the Chair and Chief of Staff; respond to meeting and event requests; compose correspondences.
• Coordinate meetings and briefings between the Chair and other elected officials, county executives, and external stakeholders.
• Support meetings, including booking rooms, anticipating travel requirements, preparing and routing agendas and documents, and taking meeting minutes.
• Coordinate with security detail to ensure clear communication and coverage.

Executive Support to Chair Vega Pederson

• Route, coordinate and manage approvals for and post administrative procedures and executive orders on behalf of Chair.
• Answer and screen phone calls and correspondence; respond to and prioritize inquiries, comments, and requests.
• Format and send out emails on the behalf of the Chair, as well as manage distribution lists for the Chair’s newsletter.
• Help project-manage deadlines, printing and prep materials for Chair’s weekly Board briefings and meetings with an eye towards effective meeting management. 
• Serve as a backup to the Constituent Relations Liaison as needed.

Office Management

• Oversee office management activities for the Chair’s office, including sponsorships, event coordination, scheduling, accounts payables/receivables, travel and training, and purchasing.
• Act as point person for day-to-day internal services such as: Network approver, Telecom liaison, and Facilities work orders.
• Serve as a member of the Multnomah Building Safety Committee and perform floor safety walk-thrus.
• Proactively monitor supply levels of vital office supplies (e.g. printer toner, paper supplies) and make purchases to support business continuity. 
• Coordinate, research, recommend and manage details for various issues including office equipment, purchases, space utilization, building maintenance and related administrative support.

Project Management and Event Coordination

• Manage ongoing and one-time projects and events.  
• Provide technical assistance, guest support, and space and refreshments planning for special events and meetings.
• Draft correspondence in response to constituent inquiries, in collaboration with the Constituent Relations Liaison. 
• Coordinate event staffing for the Chair with staff team, provide training, support and backup. 
• Lead and participate on various committees and special projects as assigned.

Ideal Attributes: 

• Strong organizational skills and consistency in meeting deadlines.
• Comfortable with technology, quick learner, early adopter.
• Comfortable with fast paced environments and competing priorities.
• Fosters a respectful, inclusive, and safe work environment.
• Strong drive for excellent customer service and communications follow-through. 
• Flexibility to adapt and work with various job functions.

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 about how your background is relevant. For details about how we typically screen applications, review our overview of the selection process page.

Minimum Qualifications/Transferable Skills*:

Bachelor's degree; in lieu of degree, equivalent years of relevant experience will be considered.

Three (3) years of experience performing the essential functions of this position, including but not limited to: 

• Providing high level analytical and administrative support to an executive; this includes project coordination and management, budget development, managing deadlines with complex and often competing priorities
• Providing office support, including managing phone calls, emails, calendars, internal communications, and preparing reports. 
• Proficiency in Google Workspace and project management tools, such as Asana 
• Proficient in note-taking and summarizing complex information.

*Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experiences that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position.

Screening and Evaluation

Application Packet: Your completed application must include the following items:  

1. Online application
2. A resume that contains your relevant experience and education. Please be sure your resume includes the following for each employer: name of employer, location, dates of employment, your title, a brief summary of your responsibilities, the number of employees under your supervision.
3. A cover letter that expands on your resume, addresses why you are interested in this position and demonstrates how your experience and skill set align with the minimum requirements. 

Note: The application and resume should demonstrate your work experience/skills and how it is related to those shown in the Overview and To Qualify sections of the job announcement. Please be thorough, as these materials may be used and determine your eligibility for an interview.  

Veterans’ Preference: Under Oregon Law, qualifying veterans may apply for veterans’ preference for this recruitment. Review our veterans’ preference page for details about eligibility and how to apply. The recruiter as listed on the job announcement must receive all required documentation by the closing date of the recruitment.

The Selection Process and Timeline: For details about how we typically screen applications, review our overview of the selection process page. We expect to evaluate candidates for this recruitment as follows:

• Initial review of minimum qualifications: We may do an additional preferred review and/or send out additional supplemental questions to identify those highest qualified.
• Consideration of top candidates: This may include panel interview(s), a hiring interview, and/or additional testing to determine the best candidates for a position.
• Professional reference checks: All finalists must pass reference checks.

Note: Application information may be used throughout the entire selection process. This process is subject to change without notice.

Multnomah County offers an exceptional benefits package, including employer-funded retirement savings; health and dental insurance at very low cost to full-time employees and their dependents; paid parental leave; wellness programs; a focus on work-life balance; and much more. Find more details on our benefits website.

Equal Pay Law:  Please be advised that the pay range listed for this position is intended to provide general guidance on the earning potential for the role. However, actual compensation will be determined in accordance with the Oregon Equal Pay Law and will take into account factors such as the candidate's relevant experience, education seniority, training, and/or tenure. Candidates should expect that initial offers will be made within the listed pay range and may not be at or near the top of the range.

Serving the Public, Even During Disasters:  Everyday, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the Disaster Service Worker Information page.  

Additional  Information: 

• This position is classified as a Staff Assistant and is an Executive/Unclassified position and serves at the pleasure of the Elected Official and may be subject to discharge at any time. 
• This is a salary, executive position that is not eligible for overtime.
• This position is approved for a hybrid schedule: generally onsite Mondays, Tuesdays, and Thursdays, and remote on Wednesdays and Fridays. 
• The onsite work location is at the Multnomah Building, 501 SE Hawthorne Blvd, Portland, OR 97214. 
• All employees must reside in Oregon or Washington; the county cannot support ongoing telework from other locations.
• This recruitment may be used to fill full-time, part-time, temporary, limited duration and on-call positions.