What are the responsibilities and job description for the Clean Energy Fund, Administrative Specialist (Administrative Specialist II - CPPW) position at City of Portland, OR?

Salary : $75,441.60 - $107,640.00 Annually

Location : OR, OR

Job Type : Regular

Job Number : 2025-00056

Bureau : Bureau of Planning and Sustainability

Opening Date : 01 / 20 / 2025

Closing Date : 2 / 10 / 2025 11 : 59 PM Pacific

The Position

Job Appointment : One position is regular. Two positions will be appointed limited duration - limited duration positions cannot exceed two years; however, the bureau intends to convert this to a regular position within the calendar year. All positions are full-time.

Work Schedule : Monday - Friday, 8 am-5 pm. An alternate schedule may be available.

Work Location : Hybrid. In-person work will be conducted at The Vanport Building located at 1810 SW 5th Avenue. Remote work must be performed within Oregon or Washington. For more information,

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

Union Representation : This classification was recently recognized as represented by a new labor union, City of Portland Professional Workers (CPPW). Terms and Conditions are currently being negotiated as part of a new CPPW collective bargaining agreement. To view labor agreements, current and future, please visit the page.

Language Pay Premium Eligible : This position is or may be eligible for for qualifying employees.

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

Position Summary

The Portland Clean Energy Community Benefits Fund (PCEF) team at the Bureau of Planning and Sustainability (BPS) is seeking to fill three Administrative Specialist (Administrative Specialist II) positions. These roles are vital to supporting a dynamic, fast-paced program poised to invest over $1 billion in equitable climate action over the next five years.

Administrative Specialists are responsible for providing general administrative and specialized support, working with PCEF leadership to ensure smooth program operations and project execution. Each position focuses on a specific area of the PCEF team :

Program Manager / Leadership Support (Reports to Program Manager) : Provides administrative support to the Program Manager and leadership team, including scheduling, calendar management, note-taking, purchasing, event coordination, and document management. Supports advisory groups by managing meeting logistics, scheduling, and member assistance. Other duties include responding to stakeholder inquiries, preparing documents, tracking agendas, and taking meeting notes. This role requires strong organizational skills, confidentiality, and the ability to manage multiple tasks in a dynamic environment.
Project Implementation Team (Reports to Deputy Program Manager) : Supports program implementation, including the Community Grants program and other deliverables in the 5-Year Climate Investment Plan. Duties include administrative support for the Deputy Program Manager and coordination with internal teams (data systems, finance, external affairs, and contracting), PCEF funding area teams, and constituents.
Clean Energy Program (Reports to Clean Energy Program Manager) : Focuses on clean energy efforts, including energy efficiency and renewable energy. Responsibilities include preparing and reviewing grant / contract reports and invoices, coordinating purchases, tracking timelines for policy development and projects, and managing clean energy-related inquiries via email and phone.

As an Administrative Specialist, you will

Provide administrative support to supervisor, program, and advisory bodies as needed.

Manage supervisor's calendars, schedule meetings, and ensure preparedness. Handle incoming and outgoing correspondence on behalf of program area managers.

Coordinate meetings, draft agendas, take meeting minutes, prepare packets, and troubleshoot technology.

Review and route invoices, grant agreements, and contracts through appropriate channels (e.g., finance, legal).

Review insurance documentation for compliance.

Review internal memos for consistency with PCEF and BPS policies and practices.

Prioritize , route, and track incoming correspondence and phone calls, responding to information requests professionally and promptly.

Conduct research to inform program policies and procedures.

Coordinate payment and logistics for conferences, program events, and trainings in adherence to City purchasing policies.

Update and maintain specialized databases and spreadsheets; create reports, analyses, and documents in compliance with regulatory requirements.

Maintain paper and electronic records for archiving and retrieval according to guidelines.

Draft, edit and proofread various documents; ensure accuracy and compliance.

Support team and community events.

Coordinate program and project activities with other Bureau / Office staff and outside agencies.

Given that this recruitment aims to fill three administrative specialist positions, please note that not all responsibilities listed above will apply to each role.

As a person, you have :

Social Intelligence : Strong communication skills that foster ease and understanding, allowing you to engage effectively with individuals from a variety of roles and backgrounds.

Collaborative and Inclusive Approach : Comfort in sharing power, working together toward collective goals, utilizing strong communication skills to implement effective solutions, and managing conflict through a trauma-informed lens.

Administrative experience : In organizing, tracking, monitoring, and providing support for personnel, reporting, and project initiatives.

Equity-Driven Mindset : A commitment to driving systemic change to address both historical and ongoing discrimination, with experience in evaluating and reshaping processes to promote fairness and eliminate barriers for more equitable outcomes.

Effective Communication : Strong interpersonal and communication skills, enabling you to engage with diverse audiences across various methods and ensure clarity and understanding.

Attention to Detail : An eye for detail and ability to organize files systematically, typically in a digital format.

Flexibility and Adaptability : The ability to fluidly prioritize competing demands and manage multiple tasks with organizational skill, while responding effectively to a fast-paced and dynamic work environment.

About the Portland Clean Energy Community Benefits Fund :

As a first-in-the-nation community-led climate fund, PCEF's mission is to broaden community resilience and economic opportunity through climate action that advances racial and social justice. By partnering with community organizations, government agencies, and businesses engaged in the climate and justice movements, PCEF enables local solutions to many of the city's most urgent challenges.

PCEF awards grants and contracts that serve communities with historically limited access to opportunity in the energy, transportation, construction, employment, agricultural, and green infrastructure industries. The Fund enables partnerships that result in cleaner air, healthier schoolchildren, more affordable energy, and other environmental and social benefits for communities most impacted by climate change. PCEF-funded projects and programs demonstrate benefits to frontline communities, have support from community leaders, reduce greenhouse gas (GHG) emissions, and are accountable to the public.

PCEF was created through a ballot initiative passed by Portland voters in November 2018. It raises revenue through a one percent business licensing surcharge on revenue generated in Portland by certain large retailers. The Fund collects approximately $200 million in annual revenue for clean energy, transportation, green infrastructure, regenerative agriculture, and workforce and contractor development projects and programs. It is housed in the City of Portland's Bureau of Planning and Sustainability (BPS). For more information visit the PCEF

About the Bureau of Planning and Sustainability :

BPS is a leader in land use planning, climate action, environmental stewardship, and urban design. BPS centers racial equity in its work and is dedicated to creating a Portland that is more equitable, healthy, prosperous, and resilient. The bureau oversees a world-renowned waste and recycling system and leads the U.S. in its commitment to open data and protecting communities in the application of technologies. Staff collaborate with partners on neighborhood, economic, historic, and environmental planning and provide research, policy, and technical services to advance energy efficiency and renewable energy, as well as policies and actions to address climate change.

BPS values a diverse workforce and seeks ways to promote equity and inclusion within the organization. Candidates of color, those who can speak a language other than English, and those with knowledge, ability,y and experience working with a broad range of individuals and diverse communities are often representative of PCEF priority populations, which is helpful in delivering PCEF projects and programs.

Studies have shown that women, non-binary people, and Black, Indigenous, and other people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. BPS considers lived experience, and transferrable skills as qualifying unless an item is labeled as required. We are most interested in finding the best candidate for the job, and the best candidate may be one who comes from a less traditional background. We strongly encourage you to apply.

Virtual Zoom Meet & Greet Opportunity

Come meet the hiring manager and the senior recruiter! We'll be talking about the position's duties and responsibilities, day-to-day life in the role, review the announcement, discuss how to apply, and answer questions you may have about the position.

Topic : Meet & Greet - Clean Energy Fund, Administrative Specialist

Time : February 4, 2025, 12 : 00 PM Pacific Time (US and Canada)

Join Zoom Meeting : Questions?

Amanda Hillebrecht, Senior Recruiter

Bureau of Human Resources

Amanda.Hillebrecht@portlandoregon.gov

To Qualify

Applicants must specifically address and demonstrate how they meet the following minimum qualifications through their resume and answers to supplemental questions. The City of Portland will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific in your materials on how your experiences meet the requirements in this section.

Ability to help implement systems that reverse historic and current discrimination practices,or demonstration of a commitment to racial justice, diversity, equity, or inclusion; or lived or work experience supporting communities of color or historically marginalized communities.

Experience furthering an inclusive, respectful, and culturally responsive workplace and respectful working relationships with public agency officials or representatives of community-based organizations.

Experience with office administrative and management practices and procedures, such as drafting, editing, and proofreading communication materials, coordinating meetings and calendars, and file management.

Ability to learn and use City-specific technology and general office software for complex document production and data management including Outlook, Word, and Excel.

Ability to provide excellent customer service and to establish and maintain effective working relationships with external and internal stakeholders such as Bureau / Office managers and staff, community organizations, other governmental officials, media representatives, and the public.

Ability to organize and manage a high volume of projects, detailed material, and stakeholder coordination to ensure grant compliance and maintenance of public records.

Although not required, you may have :

Proficiency in a second language (e.g., Spanish, Somali, Vietnamese, Chinese, Russian) to effectively communicate with diverse community members and stakeholders. This position is eligible for

The Recruitment Process

STEP 1 : Apply online between Monday, January 20, 2025 and Monday, February 10, 2025

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 Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)

Application Tips :

The City of Portland has How to Apply Videos and offers How to Apply Classes once per month. If you have questions after watching the videos you are invited to contact the recruiter listed on the announcement.

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 "To Qualify" section of this announcement.

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

How We Determine Pay : The City of Portland is covered by the 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. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all your relevant experience.

Do not attach materials not requested.

All completed applications for this position must be submitted no later than 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.

You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting; instead, use AI to generate ideas and then tailor them to reflect your own experiences and skills.

Step 2 : Minimum Qualification Evaluation : Week of February 10, 2025

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

Your resume 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 like to review and discuss your evaluation result. Please read the for complete information.

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

Step 3 : Establishment of Eligible List : Week of February 17, 2025

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

Step 4 : Selection (Interview) : Early March

The hiring bureau will review and select candidates to interview.

Step 5 : Offer of Employment : March

Step 6 : Start Date : April

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 for additional information regarding the following :

Veteran Preference

ADA, Pregnancy, and Religious Accommodations

Work Status

Equal Employment Opportunity

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.

Thank you for your interest in joining the team at 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 to assist us in determining if you have the minimum qualifications to succeed in the posted position.

Write specific and unique responses to each question. Answering "No", to any of the Yes / No questions or answering an essay question with the following "See resume", or entering "N / A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.

Note : If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and / or Veteran's Administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.

Have you read and understood all the information listed above?

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

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

The City of Portland receives public records requests at times. Please indicate which response you find appropriate : (Answer will not disqualify you from the process)

My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.

You may release my application; I am waiving confidentiality.

Do you have the ability to help implement systems that reverse historic and current discrimination practices, or demonstration of a commitment to racial justice, diversity, equity, or inclusion; or lived or work experience supporting communities of color or historically marginalized communities?

Provide a detailed example(s) of your ability to help implement systems that reverse historic and current discrimination practices, or demonstration of a commitment to racial justice, diversity, equity, or inclusion; or lived or work experience supporting communities of color or historically marginalized communities.

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

Examples of when you used the knowledge skill or ability.

Roles you served in (professional, internship, volunteer).

Skills, training, transferable skills, or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

Do you have experience furthering an inclusive, respectful, and culturally responsive workplace and respectful working relationships with public agency officials or representatives of community-based organizations?

Provide a detailed example(s) of your experience furthering an inclusive, respectful, and culturally responsive workplace and respectful working relationships with public agency officials or representatives of community-based organizations.

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

Examples of when you used the knowledge skill or ability.

Roles you served in (professional, internship, volunteer).

Skills, training, transferable skills, or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

Do you have experience with office administrative and management practices and procedures, such as drafting, editing, and proofreading communication materials, coordinating meetings and calendars, and file management?

Provide a detailed example(s) of your experience with office administrative and management practices and procedures, such as drafting, editing and proofreading communication materials, coordinating meetings and calendars, and file management.

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

Examples of when you used the knowledge skill or ability.

Roles you served in (professional, internship, volunteer).

Skills, training, transferable skills, or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

Do you have the ability to learn and use City-specific technology and general office software for complex document production and data management including Outlook, Word, and Excel?

Provide a detailed example(s) of your ability to learn and use City-specific technology and general office software for complex document production and data management including Outlook, Word, and Excel.

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

Examples of when you used the knowledge skill or ability.

Roles you served in (professional, internship, volunteer).

Skills, training, transferable skills, or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

Do you have the ability to provide excellent customer service and to establish and maintain effective working relationships with external and internal stakeholders such as Bureau / Office managers and staff, community organizations, other governmental officials, media representatives, and the public?

Provide a detailed example(s) of your ability to provide excellent customer service and to establish and maintain effective working relationships with external and internal stakeholders such as Bureau / Office managers and staff, community organizations, other governmental officials, media representatives, and the public.

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

Examples of when you used the knowledge skill or ability.

Roles you served in (professional, internship, volunteer).

Skills, training, transferable skills, or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

Do you have the ability to organize and manage a high volume of projects, detailed material, and stakeholder coordination to ensure grant compliance and maintenance of public records?

Provide a detailed example(s) of your ability to organize and manage a high volume of projects, detailed material, and stakeholder coordination to ensure grant compliance and maintenance of public records.

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

Examples of when you used the knowledge skill or ability.

Roles you served in (professional, internship, volunteer).

Skills, training, transferable skills, or lived experience you have that will help you in this area.

Total years of experience applying the knowledge, skill, or ability.

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 preferred qualifications :

Proficiency in a second language (e.g., Spanish, Somali, Vietnamese, Chinese, Russian) to effectively communicate with diverse community members and stakeholders. This position is eligible for differential language pay.

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

Required Question

Salary : $75,442 - $107,640

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Clean Energy Fund, Administrative Specialist (Administrative Specialist II - CPPW)

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