Executive Assistant; Administrative Specialist III) to 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.

• 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.

• 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…