What are the responsibilities and job description for the Administrative Analyst position at Multnomah County, OR?
Current employees: Please apply through the employee portal to be considered for this opportunity.
Pay Range:
$34.80 - $42.71 Hourly
Department:
Department of County Human Services (DCHS)
Job Type:
Regular Represented
Exemption Status:
United States of America (Non-Exempt)
Closing Date (Open Until Filled if No Date Specified):
March 05, 2025The Opportunity:
Overview:
THIS WORK MATTERS!
This position performs a wide variety of responsible and complex administrative support to the Department of County Human Services Director, Deputy Director, senior leadership, and overall mission of the department. This role exercises independent judgment in accomplishing work, scheduling, anticipating, and correcting procedural obstacles, identifying administrative, operational, and process needs for the department, handling confidential and sensitive situations, researching and analyzing alternatives to maintain complex systems, collecting data and findings for reports, and preparing correspondence.
This position has a lot of exposure to personnel matters, from managers to line staff. These matters are very private and/or difficult labor-related issues and concerns, including being present for discussion about strategies for successor contract negotiations and disciplinary issues. Confidentiality and sensitivity are of the utmost importance, both with staff and client information. This position is also privy to information involving high-profile cases that result in administrative reviews, case reviews/redactions, and collaboration with the County Attorney’s Office, County Communication Office, and other key stakeholders.
As the Administrative Analyst, other duties will include:
- Plan and schedule meetings with county, state, and community partners for the Department's Director and senior management. Prioritize meetings and makes independent judgment calls on rescheduling based on urgency, elected official requests, and other relevant factors.
- Monitor the Department Director’s and Deputy Director’s calendars; other senior leadership calendar support as requested
- Draft agendas and correspondence for the Director’s Office
- Maintain confidentiality with sensitive client, personnel and labor relations information
- Coordinate personnel administration activities for the Director’s Office, HR, Business Services Unit; assist in recruitment, hiring, and training
- Interpret administrative policies, assess impact to programs, and provide analysis to Director and/or division management
- Support HR Director with Supervisors and Managers meetings, labor relations coordination, or other confidential administrative needs
- Create interactive, visually appealing, and effective slide presentations, reports, flow charts, and handouts to be used at high-level stakeholder meetings utilizing different presentation, graphic, and other software, such as Google Suite, Mircosoft Suite, Adobe Pro, Piktochart, etc.
- Write internal and external reports, white papers, and correspondence for the Director and Deputy Director
- Communicate administrative policy changes and/or implementation for divisions at the Director’s request
- Develop reports and tracking mechanisms for operational issues, performance measures, and new initiatives, on an ongoing basis and report information to the Department and Deputy Directors
- Analyse and determine best practices and resources for deployment including, mobile and other peripheral devices and equipment
- Act as Privacy Coordinator for the Department of County Human Services; updating privacy policies across department and any building in which DCHS operates, if applicable, reviewing and investigating privacy cases
- Coordinate and schedule event planning, book rooms, research venues, arrange for catering, assess IT needs, and arrange equipment. Prepare requests
- Facilitate various interventions aimed at improving organizational effectiveness, including application of the Equity and Empowerment Lens, goal planning, change management, training, and organizational assessments.
Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it to create a culture of dignity and respect for our employees. We are proud to be an Equal Opportunity Employer. As a Department of County Human Services (DHCS) employee, you will create a work culture of respect, trust, and understanding for the highly diverse populations of the Department of County Human Services in the office and in the community. Every employee shares the responsibility for promptly bringing to the County's attention conduct that interferes with providing a work environment free of illegal discrimination and harassment.
TO QUALIFY:
We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled as required. Please be clear and specific about how your background is relevant. For details about how we typically screen applications, review our overview of
the selection process
page.
Minimum Qualifications/Transferable Skills*:
Education/Training:
- Equivalent to an Associates degree from an accredited college or university with major course work in business administration, public administration, or a related field
- Two to Three years of secretarial and administrative support experience
- Strong written and verbal communication skills
- Ability to promote a culture of respect, inclusiveness, and appreciation of diversity perspectives, backgrounds, and values
Preferred Qualifications/ Transferable Skills*: You do not need to have the following preferred qualifications/ transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates. Please clearly explain on your application how you meet any of the following preferred qualifications/transferable skills.
- Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experience that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position.
SCREENING & EVALUATION:
REQUIRED:
Application Packet: You must submit all requested items below. Failure to do so will be deemed an incomplete application.
1. Attach a Resume demonstrating you meeting minimum qualifications; AND
2. Attach a Cover Letter addressing the following:
- Demonstrate your experience working with diverse, vulnerable populations; and
- How you meet the qualifications for this position; and
- Why you are interested in the position
Note: The application, resume, and cover letter should clearly demonstrate your work experience/skills and how they relate to the descriptions provided in the ‘Overview’ and ‘To Qualify’ sections of the job announcement. Please be thorough, as these materials will be scored and determine your eligibility to advance in this recruitment process.
- Only apply ONCE for this opportunity. Duplicate applications CANNOT be submitted on Workday. -
- Internal applicant: If you are an internal candidate (current employee, including on-call, regular, probationary, limited duration, and temporary employee), your job application will consist of the career profile that you complete in Workday. Before you apply, please make sure to do the following:
- Navigate to your profile in Workday (see:My Career Profile) and click on the “Career” section of your profile. Complete all sections of your career profile that you want to have included in your application (Job History, Education, Skills, Languages, Certifications, etc.).
- When completing the application on Workday as an internal candidate, you will need to scroll down to see the “Resume/Cover Letter” section on your screen. This is the place where you may upload your resume and cover letter by clicking the “Upload” button for EACH document you’d like to upload. There will be no other prompts for you to upload your resume and cover letter.
- External applicant: When completing the application on Workday as an external candidate (including volunteers, unpaid interns, contractors, and community partners) throughhttps://multco.us/jobs, you will come to a page where you will see the "Resume/CV" section. This is the place where you may upload your resume and cover letter by clicking the “Upload” button for EACH document you’d like to upload. There will be no other prompts for you to upload your resume and cover letter.
- Do not click the “Submit” button before you upload your documents.
After You Apply:
- Please save a copy of this job posting for your reference, as it will not be available for you to view online after the job posting closes.
- Log in to your Workday account before the job posting closes to see if you have any pending tasks or actions to complete. These can be found under the “My Applications” section. You must complete these tasks or actions before the job posting closes.
- Check both your email and Workday account for updates regarding this recruitment.
The Selection Process: For details about how we typically screen applications, review our overview of
the selection process
page. We expect to evaluate candidates for this recruitment as follows:- Initial review of minimum qualifications
- Resume and Cover Letter Review
- Phone screen
- Consideration of top candidates
- Language assessment
- Background, reference
Note: Application information may be used throughout the entire selection process. This process is subject to change without notice.
ADDITIONAL INFORMATION:
Hybrid Telework: This position is designated as “hybrid telework,” meaning you will be working both remotely (from home) and in person at an onsite location. This position requires the employee to be in the office three days a week. The designation of Hybrid Telework may be subject to change at a future time. All employees must reside in Oregon or Washington; the county cannot support ongoing telework from other locations.. The onsite work location for this position is The Five Oak Building, 209 SW 4th Ave, Portland, Oregon 97209.
Serving the Public, Even During Disasters
Everyday, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the
Disaster Service Worker Information
page.Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it to create a culture of dignity and respect for our employees.
We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. The
EEO Know Your Rights poster
is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals.
Veterans’ Preference: Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our
veterans’ preference page
for details about eligibility and how to apply.
Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711.
Questions?
Recruiter:
Nicole Cole
Email:
nicole.cole@multco.us
Phone:
1 (503) 9887767 x87767
Application information may be used throughout the entire selection process. This process is subject to change without notice.
Disclaimer: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.
Job Profile:
6033 - Administrative AnalystSalary : $35 - $43
