Policy Advisor (Council Aide)

City of Portland • 1221 SW 4th Ave, OR

4d • Onsite

About The Position

Under general supervision, researches, analyzes and provides policy recommendations to elected officials; plans, organizes, manages, facilitates and coordinates policy-related projects; researches and responds to constituent inquiries; coordinates community outreach and communications; assists with policy development, research and recommendations; may be in charge of special projects that require coordinating with other Council offices and/or external parties; oversees scheduling for elected official and office administrative functions; and performs related duties as assigned. Council Aides are responsible for conducting research and analysis and providing recommendations to an elected official on appropriate courses of action for assigned policy or project areas. Incumbents oversee and coordinate projects, which includes providing policy direction, giving input on policy initiatives and serving as a bridge for communications with the offices of other elected officials as well as to the community. Incumbents are expected to exercise considerable discretion in carrying out responsibilities independently and with awareness of city, bureau, office and constituent issues and sensitivities. Within this broad band class, incumbents may be assigned policy initiatives, projects and activities that range from entry-level to advanced professional, in terms of complexity and visibility. Levels of autonomy will vary and are based on the level of assignments given. At the most entry-level, incumbents may be assigned to research and respond to constituent inquiries, oversee scheduling and inbox management, and requests that are basic to moderately difficult. At the most advanced, incumbents may serve as an expert policy advisor and be expected to carry out responsibilities in assigned project areas that are highly complex, important, sensitive, and varied. Employees may be moved upwards or downwards within the broad band class, as the policy issues and needs of the elected official’s office may require.

Requirements

• Knowledge of City government organization, ordinances, rules, policies, and procedures relating to the administration of an elected official’s office.
• Knowledge of legislative methods, techniques and procedures of the City Council and other political subdivisions.
• Knowledge of federal, state, and local laws, regulations, and court decisions applicable to areas of assigned responsibility.
• Knowledge of principles and practices of effective business communications and correct English usage.
• Knowledge of constituent service standards, policies, procedures, and etiquette.
• Ability to define city and district issues, perform analyses and research with a wide range of complexity, evaluate alternatives and develop sound conclusions and recommendations.
• Ability to exercise tact and diplomacy in dealing with highly sensitive, complex, and confidential issues and situations with broad effects on city policies and issues.
• Bachelor’s degree from an accredited college or university with a major in business or public administration, political science, or a closely related field.
• Two (2) years of progressively responsible experience working within an elected official’s office providing research and analysis.

Nice To Haves

• Management experience working for a public agency.

Responsibilities

• Updates and keeps elected official informed on current and emerging events, activities and issues within the assigned district and citywide to ensure appropriate response and action.
• Analyzes statistics, data and reports and conducts policy analysis to assist elected official in making informed decisions.
• Researches and briefs elected official on key policy issues and Council agendas.
• Reviews results of major studies and coordinates preparation of projects, reports and recommendations.
• Tracks political implications of city programs and projects.
• Monitors news and notes events or issues relevant to office mission and opportunities for elected official to attend or participate in local activities.
• Coordinates development, interpretation, and application of policy.
• Provides advocacy for strategies that further achievement of elected official’s policy goals.
• Works with elected official to implement legislative initiatives.
• Maintains effective communication with parties involved in or impacted by related strategies.
• Oversees and coordinates projects.
• Maintains liaison with the Mayor and City Administrator.
• Advises elected official on determination of legislative priorities.
• Prepares and presents policy initiatives and projects for elected official’s approval and monitors the development and implementation of approved policy initiatives and projects.
• Gives input on budget decisions.
• Works with county, state and federal agencies, businesses and community groups and officials regarding plans and priorities for existing and planned programs and policy initiatives.
• Tracks current case law and business practices that may impact council practices and procedures.
• Serves as bridge for communications with the offices of other elected officials.
• Provides recommendations to elected official on critical city issues.
• Ensures priority items are put on Council calendar.
• Ensures committee compliance with the City Charter and Code or other applicable regulations.
• Attends council staff meetings.
• Provides stakeholders and community partners with efficient, informed, proactive and responsive services and seeks input and involvement of stakeholders in city policy development.
• Meets with business and community-based organizations to develop partnerships in carrying out various policy initiatives and projects.
• Participates in developing regional strategies with key stakeholders.
• Performs proactive community outreach.
• Researches and responds to constituent inquiries and concerns.
• Provides information, referrals and responses to complaints or concerns.
• Manages or prepares constituent responses and coordinates with appropriate offices.
• Meets and corresponds with citizen and service groups to answer questions.
• Assists with coordination of elected official-citizen meetings, including preparing briefings and conducting follow-up.
• Recommends new or modified policies to reflect concerns raised by citizens.
• Assists in ensuring maximum accord between community desires and city policies by conducting analysis and review.
• Keeps accurate files of exchanges with constituents.
• Acts as staff liaison to the media and responds to media inquiries.
• Produces and implements communication plans.
• Writes press releases, edit letters, website content, reports or articles for publication or public distribution.
• Answers media questions, gives interviews and speaks to the press regarding assigned areas and projects.
• Works with other communication offices on problem solving and media/outreach strategies.
• Represents the elected official at public events and meetings, such as ceremonies and community forums, on committees, boards, commissions and at meetings when elected official is unable to attend or participate to ensure the official’s ideas and agenda are represented.
• Prepares, drafts, proofreads and/or edits speeches, talking points, letters, position papers, memos, opinion pieces, reports, proposals, resolutions, motions, ordinances, amendments, and special correspondence.
• Plans and facilitates internal and external meetings; requests items for discussion; creates and distributes agendas and handouts; reserves meeting space; distributes meeting reminder notices.
• Performs general administrative duties, including answering phones, sending e-mails, sorting mail and photocopying materials.
• Prepares and files elected official’s Council documents.
• Performs front-desk reception duties as needed or on a back-up basis.
• Provides information, advice, and technical assistance to other agencies.
• Maintains the elected officials and committee’s website.
• Staff various task forces and committees.
• Manages production of the office newsletter.

Benefits

• Please check our benefit tab for an overview of benefits for this position.
• To view current labor agreements, please visit https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level