Council Operations Administrative Coordinator

City of Portland•1221 SW 4th Ave, OR

1d•Onsite

About The Position

Portland City Council’s office of Council Operations is actively seeking a Council Operations Administrative Coordinator (Council District Administrative Specialist). The office of Council Operations provides a range of specialized support functions that enable the Portland City Council to conduct its official functions as the legislative body for the City of Portland. The Council Operations Administrative Coordinator (Coordinator I) reports to the Council Operations Manager and plays an important role in coordinating staff across the city to execute Council operations. The position receives general direction regarding the scope and approach to projects or assignments and is expected to operate with a high degree of independence and professional judgment to solve highly complex problems in the performance of their assigned duties. The position works closely with council offices as well as members of the administration who provide additional operational and personnel support to the City Council and Council offices. The Council Operations Administrative Coordinator can make recommendations related to council procedures and policies at the discretion of the Council Operations Manager for City Council consideration. To do this effectively, the Coordinator must embrace core principles of diversity, governance, public process, and mutual learning in the context of government service with the Portland City Council.

Requirements

Knowledge and ability to learn, analyze, interpret, and explain relevant laws, regulations, ordinances, policies, and procedures.
Skills to employ excellent organizational, time management, problem-solving, reporting, and collaborative skills.
Ability to communicate verbally and in writing and prepare written materials distilling complex processes with the appropriate level of information for Councilors, City Leaders, and the public.
Ability to take initiative to analyze complex or technical issues and problems, evaluate alternatives, and recommend policies, strategies, and effective courses of action while exercising independent judgment within established procedures and guidelines.
Ability to use tact and diplomacy in dealing with sensitive, complex, and confidential issues and situations.
Ability to monitor and track budgets.

Nice To Haves

Developing and implementing onboarding processes and procedures for use by Councilors and staff on the specifics of City Council business practices and procedures.
Working independently and with a team of staff who perform similar duties.
Training to lead, support and provide guidance to staff.
Organizing, coordinating, and implementing trainings for Councilor and Council staff on legislative processes, policies, and procedures.
Conducting and evaluating training programs.

Responsibilities

Develop and implement broad onboarding processes and procedures for new Councilors and staff on the specifics of City Council business practices and procedures.
Develop a training program for Council and staff onboarding; organize, coordinate, and implement training for City staff and volunteers on Council processes, policies, and procedures; conduct and evaluate training programs.
Provide impartial guidance to Councilors on compliance with City policies and procedures.
Lead, train and support Council Operations District Administrative Specialists and other staff within Council Operations and Council Offices, ensuring operational consistency across Council Offices.
Fill unanticipated service gaps to act as backup to Council District Administrative Specialists in their absence, as assigned; when acting as a backup, assist Council staff and 311 in responding to constituent inquiries, complaints, and concerns; serve as contact for constituents as assigned; prepare written responses.
Maintain calendars for the Council Operations Manager and Council Operations team; screen and process requests for the manager’s time from elected officials, City staff, and the public; coordinate, arrange and confirm meetings; prepare manager’s calendar for internal or external distribution; track Council meeting or Council committee commitments; communicate with staff and elected officials regarding scheduled meetings and events; produce schedules of meetings and events.
Assist in preparation of program, project, or organizational unit budgets; with direction, prepare program revenue, expenditure analyses, and budget status and monitoring reports.
Represent the Council Operations Manager and the office at internal and external meetings as assigned.
Cultivate, foster, and maintain positive working relationships with City Council, Council staff, the Council Clerk’s Office, the City Attorney’s Office, the City Administrator’s Office and other City staff relevant to the position’s role and responsibilities.
Compile and maintain Council Operations policies, forms, and templates.
Create and maintain confidential, subject, and project files; develop and monitor databases; order supplies and maintain office inventory; supervise and maintain central office files, records, and filing system; archive office files and records; monitor office equipment and various maintenance schedules; submit office facility service requests; coordinate mass mailings; make travel arrangements and track travel documents.