"Alerted.org

Public Works Deputy City Adnimistrator Executive Assistant (Admin. Spec. III) - Open until Filled

Print (https://www.governmentjobs.com/careers/portlandor/jobs/newprint/5194466)

Apply



Public Works Deputy City Adnimistrator Executive Assistant (Admin. Spec. III) - Open until Filled

Salary

$85,217.60 - $121,617.60 Annually

Location

1120 SW 5th Ave, OR

Job Type

Regular

Job Number

2026-00046

Bureau

Public Works Service Area

Opening Date

01/12/2026

Closing Date

1/26/2026 11:59 PM Pacific

+ Description

+ Benefits

+ Questions

The Position

The City of Portland is an Executive Assistants for our Public Works Deputy City Administrator!

About the position

Job Appointment: Full-time, Regular.

Work Schedule: Monday – Friday, 8am-5pm

Work Location: In person only, work will be performed at the Portland Building: 1120 SW 5th Ave, Portland, OR.

Benefits: Please check our benefits tab for an overview of benefit for this position

Language Pay Premium Eligible: This position may be eligible for Language Pay Differential (https://www.portland.gov/bhr/class-comp/language-pay-differential-overview) for qualifying employees.

Union Representation: This position is non-represented.

Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need attach a resume and cover letter.

This is an open until filled recruitment: Open Until Filled recruitments have multiple review periods (outlined below) and may remain open until qualified applications are received or until the closing date listed.

Position Summary

The City of Portland is seeking experienced, highly skilled, and proactive Executive Assistants to support our Public Works Deputy City Administrator (DCA). This role is ideal for professionals who thrive in fast-paced environments, take initiative, and excel at managing multiple priorities with discretion and precision.

As a key member of the executive support team, you will provide a full range of administrative and operational services to the DCA and their service area. This includes coordinating with bureau leadership, managing sensitive communications, and supporting high-impact projects and programs. The scope of responsibilities is broad and requires a high degree of administrative judgment, confidentiality, and professionalism.

As an Executive Assistant to a Deputy City Administrator, you will:

+ Provide confidential administrative support to the DCA.

+ Handle time-sensitive and confidential information with discretion.

+ Monitor inboxes, draft and respond to emails on behalf of the DCA.

+ Draft and edit talking points, presentations, and correspondence.

+ Manage calendars, schedule meetings, and ensure executive preparedness.

+ Arrange travel and process expense reports.

+ Coordinate meetings, prepare agendas and materials, and manage technology needs.

+ Facilitate signature requests and inter-bureau communications.

+ Edit and proofread documents for accuracy and compliance.

+ Review and authorize invoices, manage payments, and reconcile expenses.

+ Prioritize and route correspondence and calls professionally.

+ Research and flag potential issues for executive attention.

+ Refer inquiries or complaints to appropriate staff.

+ Support program and project administration in collaboration with internal and external stakeholders.

+ Serve on committees and project teams as needed.

+ Perform service area–specific functions and other duties as assigned.

As a person, you are:

+ Experienced and Proactive: You bring a strong background in executive-level support and take initiative to anticipate needs, solve problems, and keep operations running smoothly.

+ Discreet: You exercise sound judgment and maintain confidentiality in all matters.

+ Emotionally Intelligent: You communicate with empathy, tact, and professionalism, even under pressure.

+ Organized: You manage multiple priorities with ease and adapt quickly in a dynamic environment.

+ Communicative: You engage effectively with diverse audiences across various platforms.

+ Technically Savvy: You’re proficient in Microsoft Office and other tools essential for high-level administrative work.

+ Support-Oriented: You take pride in providing seamless support for personnel, reporting, and project coordination.

+ Flexible and Adaptable: You pivot between tasks and teams with confidence and composure.

+ Detail-Oriented: You ensure accuracy and consistency in all aspects of your work.

+ Collaborative and Solutions-Oriented: You build strong relationships and contribute to team success through clear communication and problem-solving.

+ Equity-Minded: You apply Diversity, Equity, and Inclusion (DEI) principles to your daily work.

+ Dedicated: You are passionate about public service and committed to excellence in executive support.

About the Service Area:

The Public Works Service Area encompasses the Portland Bureau of Transportation, the Portland Water Bureau, Portland Parks & Recreation and the Bureau of Environmental Services. Powered by a workforce of over 5,000 employees, our service area is dedicated to providing essential and critical services that Portlanders rely on 24/7. Our work ensures effective and safe transportation, delivers clean and reliable water, maintains efficient sewer and stormwater management services and create connections to nature, arts and culture, recreation, learning and opportunity – helping Portlanders and visitors experience the best of our community. We approach this work with rigor, collaboration, and creativity. These efforts keep Portland moving, protect public health, and safeguard our streams and rivers, impacting every neighborhood and benefiting all communities.

Our commitment to excellence and community support ensures we meet the immediate needs of Portlanders while enhancing the long-term livability and resilience of our beloved city.

Our Executive Assistant will play a crucial role in handling complex administrative duties and providing operational support to the Deputy Chief Administrator. They will execute specialized tasks and act as a key liaison with bureau leadership and diverse internal and external stakeholders, ensuring robust support for the service area’s overarching initiatives and programs.

Our Executive Assistant will provide administrative and operational support to the Deputy City Administrator, their office, and key initiatives advancing the establishment and development of the service area.

Have a question?

Contact Information:

Tami Larison, Senior Recruiter

Bureau of Human Resources

[email protected]

To Qualify

The following minimum qualifications are required for this position:

+ Experience editing and proofreading communication materials, including emails, reports, and documents intended for various stakeholder levels.

+ Experience managing complex executive-level administrative functions, such as scheduling, budgeting, travel management, purchasing practices and procedures.

+ Experience coordinating meetings, such as drafting agendas, arranging logistics, managing virtual and hybrid technology, and capturing detailed minutes.

+ Experience preparing and maintaining accurate, concise, confidential and highly sensitive records and information.

+ Experience working with limited supervision and guidance on complex tasks, proactively managing competing priorities and deadlines to support organizational goals and executive operations.

Applicants must also possess:

+ A current/valid state driver's license. Applicants must meet City "good driver" requirements (chrome-extension%3A//efaidnbmnnnibpcajpcglclefindmkaj/https%3A/www.portland.gov/charter-code-policies/documents/hrar-309-driving-records/download) or use public transit.

Although not required, you may have one or more of the following:

+ Knowledge of human resources policies and labor union contracts.

+ Experience with supervision.

The Recruitment Process

STEP 1: Apply online between January 12, 2026, to January 26, 2026 or until filled

Required Application Materials:

+ Resume

+ Answer to the Supplemental Questions (click on the Questions tab to preview the questions)

Optional Application Materials:

+ If you would like to request Veteran's Preference, please submit your Veteran documents (ex, DD214-Member 4, VA Benefit Letter, etc.) by the closing date of the recruitment.

Application Tips:

+ Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "Qualifications" section of this announcement.

+ Your résumé should support the details described in your responses to the supplemental questions.

+ If you apply and are notified you meet minimum qualifications/placed on the eligible list, please do not reapply. Any applications received after being placed on the eligible list will not be reviewed and will be rejected as a duplicate application.

+ If you apply and are notified you do not meet qualifications and the recruitment is still open, you may reapply and update your materials.

+ Salary Range/Equity Pay Analysis: Please note per the Oregon State Pay Equity Law (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.

+ Do not attach any additional documents.

+ Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment.

+ All applications must be submitted via the City's online application process.

+ E-mailed and/or faxed applications will not be accepted.

Step 2: Minimum Qualification Evaluation: Weekly, starting January 19, 2026

+ An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.

+ Your résumé and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.

+ You have 14 days from the notice of the minimum qualification evaluation results to let us know if you would like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes#toc-examination-review) for complete information.

+ Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

Step 3: Establishment of Eligible List: Weekly starting January 19, 2026

+ Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

+ Subsequent Eligible Lists will be issued when qualifying applicants are identified.

Step 4: Selection (Interview): Early February 2026

+ Hiring bureau will review and select candidates for an interview.

Step 5: Offer of Employment: February 2026

Step 6: Start Date: February 2026

+ A start date will be determined after all conditions of employment have been met.

*Timeline is approximate and subject to change.

Additional Information

Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following:

+ City of Portland Core Values

+ Recruitment Process - Work Status

+ Equal Employment Opportunity

+ Veteran Preference

+ ADA, Pregnancy, and Religious Accommodations

A Career with the City of Portland offers many Employee Benefits

We offer a comprehensive benefits package, including but not limited to

+ Health Care (Medical, Vision and Dental)

+ Carrot Fertility

+ Wellness Benefits

+ Life Insurance

+ Long-term disability coverage to eligible employees and their families.

+ Employee Assistance Plan

+ Flexible Spending Accounts

+ Retirement

+ Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer

+ Family Medical Leave

+ City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .

01

Thank you for considering joining the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.

The following supplemental questions are an important step in the examination and selection process to assist us in determining if you possess the knowledge, skills, and abilities to succeed in the posted vacancy.

A lack of a complete and thorough response to each of the supplemental questions in the space provided may result in disqualification from the examination. In addition, the selections you make and responses you provide in the questionnaire must accurately reflect what is documented in your resume.

Have you read and understood the information listed above?

+ Yes

+ No - If you have any questions, please contact the recruiter on the announcement.

02

Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)

03

The City of Portland sometimes gets requests for public records. Please choose the response that best fits your preference:

(Your choice will not affect your application process.)

+ I want my application to stay private. I understand that the City of Portland will keep my information confidential unless required to share it by law.

+ I allow my application to be shared. I understand that by choosing this option, my information is no longer private.

04

Provide a detailed example(s) of your editing and proofreading communication materials, including emails, reports, and documents intended for various stakeholder levels.

In your response, include details that clearly reflect how you meet this minimum qualification. Such as:

+ Tell us about a time you used this skill, knowledge or ability. This could be something you did at work, during an internship, while volunteering, or from your personal life.

+ What was your role or the problem you had to solve?

+ What steps did you take to handle it? Include any training, past experience, or skills you used.

+ What happened as a result? What did you learn?.

+ How does this experience help you succeed in future jobs?

05

Provide a detailed example(s) of your experience managing complex administrative functions, such as scheduling, budgeting, travel management, purchasing practices and procedures.

In your response, include details that clearly reflect how you meet this minimum qualification. Such as:

+ Tell us about a time you used this skill, knowledge or ability. This could be something you did at work, during an internship, while volunteering, or from your personal life.

+ What was your role or the problem you had to solve?

+ What steps did you take to handle it? Include any training, past experience, or skills you used.

+ What happened as a result? What did you learn?.

+ How does this experience help you succeed in future jobs?

06

Provide a detailed example(s) of your experience coordinating meetings, such as drafting agendas, arranging logistics, managing virtual and hybrid technology, and capturing detailed minutes.

In your response, include details that clearly reflect how you meet this minimum qualification. Such as:

+ Tell us about a time you used this skill, knowledge or ability. This could be something you did at work, during an internship, while volunteering, or from your personal life.

+ What was your role or the problem you had to solve?

+ What steps did you take to handle it? Include any training, past experience, or skills you used.

+ What happened as a result? What did you learn?.

+ How does this experience help you succeed in future jobs?

07

Provide a detailed example(s) of your experience preparing and maintaining accurate, concise, confidential and highly sensitive records and information.

In your response, include details that clearly reflect how you meet this minimum qualification. Such as:

+ Tell us about a time you used this skill, knowledge or ability. This could be something you did at work, during an internship, while volunteering, or from your personal life.

+ What was your role or the problem you had to solve?

+ What steps did you take to handle it? Include any training, past experience, or skills you used.

+ What happened as a result? What did you learn?.

+ How does this experience help you succeed in future jobs?

08

Provide a detailed example(s) of your experience working with limited supervision and guidance on complex tasks, proactively managing competing priorities and deadlines to support organizational goals and executive operations.

In your response, include details that clearly reflect how you meet this minimum qualification. Such as:

+ Tell us about a time you used this skill, knowledge or ability. This could be something you did at work, during an internship, while volunteering, or from your personal life.

+ What was your role or the problem you had to solve?

+ What steps did you take to handle it? Include any training, past experience, or skills you used.

+ What happened as a result? What did you learn?.

+ How does this experience help you succeed in future jobs?

09

Please note the following question will not be considered during minimum qualification review. The information provided will be reviewed during the selection process.

Although not required, please provide information for any of the following:

+ Knowledge of human resources policies and labor union contracts.

+ Experience with supervision.

(Enter N/A if you do not have relevant experience)

Required Question

Employer

City of Portland

Address

1120 SW 5th Ave, Room 987 Portland, Oregon, 97204

Website

http://www.portlandoregon.gov/jobs

Apply

Please verify your email address Verify Email