New Job Special Project Coordinator (Coordinator I-Ne) - Limited Duration In Oregon

The Position

About the Position:

Job Appointment: Full-Time, Limited Duration
Work Schedule: Mon-Fri. 8-5P, alternate schedule may be available after probation
Work Location: Hybrid/work location: 111 SW Columbia, Portland OR 97201
Benefit: Please check our benefits tab for an overview of benefits for this position
Union Representation: This classification was recently recognized as a represented by a new labor union, City of Portland Professional Workers. Terms and conditions are currently being negotiated as part of a new CPPW collective bargaining agreement. GO HERE.

Persons appointed to limited term positions will be designated as limited duration employees whose appointment shall not exceed two (2) years except for the extension of grants or funding from outside sources.

Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume. Update application materials if needed.

Position Summary
OMF Facility Services is housed in the Division of Asset Management (DAM), a 140-person division within the City of Portland’s Office of Management and Finance. OMF Facility Services manages over 1.5 million square feet of City-owned facility assets valued at approximately $900 million, including the City’s highest-profile civic facilities. The organization provides facility operations and maintenance, capital project development and management, space planning and management, and property management and leasing services for City bureaus. The organization is also responsible for long-range capital and real estate planning.

The Operations Coordinator I will play a key role in providing independent program coordination and organization with significant customer-facing responsibility within OMF Facilities. This position will perform a variety of professional, administrative, and operational duties within a demanding environment. The primary position focus will be on all aspects of invoice processing with secondary duties to include planning, organizing, evaluating programs and functions, and collaborating with internal and external stakeholders for assigned projects with a substantial emphasis on customer relations. The ideal candidate will be sufficiently flexible and responsive to meet the needs of multiple tenants while remaining adaptable within this role.

As a Operations Coordinator I you will::

• Research and respond to vendor status inquiries.
• Maintains positive relationships through exceptional customer service.
• Reviews invoicing documentation for accuracy of coding and completeness of information.
• Create requisitions for goods and services within work management and accounting systems.
• Assign general ledger code and match supporting documents such as a purchase order and/or delivery receipt.
• Sends invoices to authorized approvers to approve or reject verifying that work was completed, or goods received.
• Process and submit invoices for payment.
• Archive invoices and payment information for audit purposes.
• Collaborating with internal and external stakeholders for assigned projects with a substantial emphasis on customer relations. Examples of project and assigned duties may include:
  • Provides the logistical needs of public meeting spaces, conference rooms and event space planning including all Council Meetings and associated sessions.
  • Serve as a liaison for City employees to maintain amenities services in support of OMF-owned facilities. Included are the fitness center, tenant marketplace and the public arts program.
  • Administrative projects as assigned.

City of Portland Core Values: Anti-racism | Communication | Collaboration | Equity | Transparency | Fiscal Responsibility
These values guide our actions as we serve the community and engage our workforce. To learn more about the City's core values, please click here.

or more information on the City of Portland's benefits please click here.

Work Location

To Qualify

Applicants must meet each of the following minimum qualifications. Applicants should describe in their responses to the supplemental questions and resume how their education, training and/or experience, meets each of the following minimum qualifications:

• 
  Knowledge of basic math and fundamental principles and practices of accounts payable.
• Ability to analyze, explain, and apply relevant laws, ordinances, policies, and procedures related to facilities.
• Ability to exercise independent judgment, problem-solve, and take initiative within established procedures and guidelines.
• Ability to complete work tasks with thoroughness and accuracy, including preparing concise and comprehensive reports and other documents.
• Ability to communicate clearly and persuasively and to utilize active listening skills.
• Ability to establish and maintain effective working relationships with internal and external stakeholders and to provide excellent customer service and conflict resolution.

Although not required, you may have:

• Associate degree from an accredited college or university with major course work in business administration, public administration, or related field.
• 5+ years of experience involving accounts payable, planning, organizing, or evaluating programs in a public agency or customer service-related field.

The Recruitment Process

STEP 1: Apply online between July 31, 2023 – August 14, 2023

Required Application Materials:

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

Optional Application Materials:

• Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc)

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. Do not attach materials not requested. E-mailed and/or faxed applications will not be accepted.

Salary Range/Equity Pay Analysis : Please note per the Oregon State Pay Equity Law 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.

Step 2: Minimum Qualification Evaluation: August 14, 2023-August 18, 2023

• 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.

Step 3: Establishment of Eligible List: August 21. 2023-August 24, 2023

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

Step 4: Selection (Interview): l ate August-early September

• Hiring bureau will review and select candidates for an interview
• Please note, the selection process may take up to 90 days from the notification of being placed on the eligible list.

Step 5: Offer of Employment: late September

• Salary Range/Equity Pay Analysis step

Step 6: Start Date: late September-early October

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

• Timeline is approximate and subject to change.

Additional Information

Work Status: Non-citizen applicants must be authorized to work in the United States at the time of application.

Veterans' Preference: If you are requesting Veterans' Preference, attach a copy of your DD214/DD215 and/or Veterans Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veterans' Preference AND include a copy of your documentation for each recruitment to which you apply. Veterans' Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.

ADA, Pregnancy, and Religious Accommodations: If you identify as a person with a disability, are pregnant or nursing, or observe a religious practice(s), and would like to request a reasonable accommodation when applying for this job, please contact the Recruiter below for assistance.

Equal Employment Opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply.

Language Pay Differential: City of Portland employees who speak one or more languages in addition to English, may be eligible to receive a “language pay differential.” This is compensation for qualifying multilingual City employees who use their language skill to assist the community. More about the language pay differential can be found here.

Did you know? The City of Portland has How to Apply Videos and offers How to Apply Classes. If you have questions after watching the videos you are invited to contact the recruiter listed on the announcement or starting in April 2023 you are invited to attend the Question and Answers session. If you prefer to attend a virtual class, they are also available once a month.

Contact Information:
Bureau of Human Resources
Karen Ehn, Senior Recruiter
[email protected]