Venue Administrative Specialist II

THE POSITION

This position is required to work in person, Monday through Friday, from 8:00 AM to 5:00 PM.

Westside Commons is seeking a Venue Administrative Specialist II who will actively use their administrative skills and knowledge to provide front desk support and customer service to venue clients, community members, and our staff team. Day-to-day activities for this position will vary, but will include overseeing daily customer service needs, responding to inquiries, and providing advanced, journey-level administrative and technical support to our internal team.

Westside Commons is a dynamic and highly collaborative event venue where our work depends on efficiency, adaptability, and clear team communication to ensure seamless event execution for our clients. Employees must think on their feet, be ready to pivot, and handle multiple tasks at once. Prioritization and problem-solving are critical, as issues can arise unexpectedly. Internal Departments (sales, operations, parking, catering, AV, administration) must work in sync, rapid communication is standard, as is a “whatever-it takes” problem solving mentality to ensure events run smoothly and the venue operates efficiently. Our office environment is both highly professional and lively as we work behind the scenes to create memorable community events.

The Ideal Candidate Is

• responsive to team requests and can prioritize multiple tasks.
• customer service-savvy, with the ability to understand and resolve issues quickly and effectively.
• adept at front desk duties, and its accompanying stressors, bringing a can-do attitude and sense of humor to this public-facing role.
• a clear communicator who can address client needs promptly.
• extremely well-organized with reliable follow-through on assigned tasks.
• an advanced Microsoft Office application user that leverages technology for departmental efficiency.
• experienced in event venue work.
• willing to learn venue and County-specific software applications.
  
  

Why Washington County?

Are you interested in challenging, meaningful, and rewarding work? Join Washington County in our commitment to advancing racial equity. Our Board of Commissioners worked closely with various community stakeholders and subject matter experts to develop an Equity, Diversity, and Inclusion (EDI) Resolution. Adopted in February 2020, this resolution commits to the equitable delivery of Washington County’s services, resources, and opportunities for growth and development to every county resident.

Check Out Our Award-Winning Benefits & Wellness Program on the "Benefits" tab above!

Essential Job Duties

Venue Administrative Specialist II is a working title. This position is classified as an Administrative Specialist II. Washington County organizes its positions into classifications, in which descriptions are typically written broadly. To review a comprehensive list of essential duties, please use this link: Administrative Specialist II.

Minimum Qualifications

Minimum Qualifications

• A high school diploma or equivalent; AND three (3) years of progressively responsible experience providing administrative or clerical support.
• Possession of Microsoft Office Specialist (MOS) or other applicable certifications may substitute for up to one (1) year of the experience requirement.
  
  

Additional Requirements

• This position requires direct contact with the public and is 100% in-office; remote work is not available.
• Must successfully pass a background check post-offer.
  
  

SUPPLEMENTAL INFORMATION

Washington County is committed to using a Merit-based System in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities.

Our Commitment To You

Washington County values a culture of equity, diverse perspectives, and life experiences. Our organization embraces innovation, collaboration and work-life harmony. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our diverse community. We are an equal opportunity employer with a commitment to diversity and an inclusive workforce. Women, minorities, veterans, and people with disabilities are encouraged to apply.

Selection Process

• Minimum Qualifications (MQ) Review: Human Resources will screen applications for MQs beginning the week after the posting closes. Additional preferred qualifications screening may be applied depending on the number of applications received.
• Subject Matter Expert (SME) Review: Your application and SME question may be evaluated and scored by a panel of subject matter experts. Your total score for this examination will affect your placement on the eligible list (a list of candidates eligible for interviews).
• Panel Interview(s): Generally, the top 6 – 8 candidates will be invited to participate in a panel interview.
• Conditional Offer: A successful candidate will be required to successfully clear a third-party background check as a pre-employment condition.
  
  

Please note: candidates that are successful in the evaluation process may have their applications referred for additional vacancies in the same classification, or job family.

Status Of Your Application

You will be advised by e-mail of your status at each step in the application process, from initial application to final employment disposition. Please note that Washington County communicates with all candidates via email. If you "opt out" or "unsubscribe" from email notifications from NEOGOV it will impact our ability to communicate with you about job postings.

Veterans' Preference

If you are a Veteran and would like to be considered for a Veterans' preference for this recruitment, please review the instructions using this link: Veterans' Preference Points.

Accommodation under the Americans with Disabilities Act

Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in the selection process for this recruitment. To obtain confidential assistance please contact Human Resources 503-846-8606, or e-mail: Careers@washingtoncountyor.govat least 48 hours before any step in the recruitment and selection process for which you feel you need accommodation.

Questions (?) Regarding This Recruitment

Gregory Garabedian, Talent Acquisition Business Partner

gregory_garabedian@washingtoncountyor.gov

Additional Resources

• New to GovernmentJobs.com? Visithttps://www.governmentjobs.com/home/applicationguidefor a comprehensive, step-by-step guide on the application process.
• For technical support, contact Government Jobs' Live Application Support at 855-524-5627.
  
  

This is a non-represented position and is not covered by a collective bargaining agreement.

Regular and limited duration full-time employees working 30 hours or more per week and job share employees are eligible for benefits beginning on the first of the month following employment. Job share employees are responsible for 50% of the premium. Part-time regular, variable hour, and temporary positions are not eligible for medical, dental, and vision benefits.

Check Out Our Award-Winning Benefits & Wellness Program!

Benefits

Washington County values your dedication to lead the future of our community through public service. Our total compensation package, which is comprised of more than just your annual salary, was built to show our commitment to the physical and financial health and wellbeing of you and your family. Your total compensation package includes a comprehensive benefits program with medical, dental, and vision coverage at up to 95% employer paid! Other benefits you’ll enjoy as part of your total compensation package include:

• Paid Time Off - 11 paid holidays including one floating holiday, 12 vacation days for new employees (accrual rates increase based on length of service), AND up to 96 hours of sick leave per year (unused sick leave accumulates from year to year without limit to provide pay and security if needed).
• Wellness Program - Washington County has been named one of Oregon’s Healthiest Employers by the Portland Business Journal for the past 7 years. We are proud to receive this award and will continue to make your health and wellbeing a priority by providing resources and support to help you and your family live and work well. Resources include smoking cessation, weight management, and stress management classes (online or telephonic with a personal health coach); discounts on gym memberships, fitness activities, and sports tickets; and Health & Wellness events and onsite flu shot clinics.
• Alternative Care Coverage
• Health Care and Dependent Care Flexible Spending Accounts (FSAs)
• Employee Assistance Program (EAP)
• Life and Disability Insurance (both County-provided and voluntary)
• Oregon Public Employees Retirement System (PERS)
• 457b Deferred Compensation Plan
• Emergency Travel Assistance
• TriMet Hop Card at no cost to the employee
• Bike lockers and repair stations
• A charitable giving program
• Oregon College Savings Plan
  
  

To learn more about our Benefits and Wellness program and view our current benefits guide, plan summaries, and premium rates, click here.

Already have medical, dental, and vision coverage? No problem! Full-time employees who choose to waive medical, dental, and vision coverage will receive a $125 monthly contribution into a tax-free Health Reimbursement Arrangement (HRA) VEBA account, which can be used to reimburse you for qualified out-of-pocket medical care costs, such as copays, deductibles, and prescription drugs. HRA accounts offer many benefits including significant tax savings, and no annual “use it or lose it” requirement. Proof of other creditable coverage is required.

01

The Minimum Qualifications For Venue Administrative Specialist II Are

• A high school diploma or equivalent; AND
• Three (3) years of progressively responsible experience providing administrative or clerical support.
• Possession of Microsoft Office Specialist (MOS) or other applicable certifications may substitute for up to one (1) year of the experience requirement.
  
  

Do you meet the minimum qualifications for this position? Note: One (1) year of work experience is equivalent to 2080 hours (Ex: 40 hours/week x 52 weeks = 2080 hours).

• Yes
• No
  
  

02

The Venue Administrative Specialist II position does not allow the option to work remote. Do you understand that working in person, Monday - Friday, 8:00AM - 5:00PM is a requirement of the position?

• Yes
• No
  
  

03

Select your years of progressively responsible experience providing administrative or clerical support.

• Less than 3 years or no experience
• 3 years but less than 5 years of experience
• 5 years but less than 7 years of experience
• 7 or more years of experience
  
  

04

Select your years of experience in a customer service role communicating information to the public (electronically, telephonically, or in-person are all qualifying experiences).

• Less than 1 year or no experience
• 1 year but less than 2 years of experience
• 2 years but less than 3 years of experience
• 3 years but less than 4 years of experience
• 4 years but less than 5 years of experience
• 5 or more years of experience
  
  

05

Select your years of experience working in a fast-paced environment.

• Less than 1 year or no experience
• 1 year but less than 2 years of experience
• 2 years but less than 3 years of experience
• 3 or more years of experience
  
  

06

Select your years of experience working in an event venue. This is a preferred, not required qualification. If you have this experience, please clearly outline it in the work experience section of your application.

• Less than 1 year or no experience
• 1 year but less than 2 years of experience
• 2 years but less than 3 years of experience
• 3 or more years of experience
  
  

07

Do you possess a Microsoft Office Specialist (MOS) or other applicable certifications?

• Yes
• No
  
  

08

Please select the level of proficiency you possess working with Microsoft Outlook or other e-mail systems, using the following definitions:

A beginner possesses fundamental knowledge of creating, sending, reading, and deleting electronic messages; organizing email by moving messages into custom folders that have been created; and managing calendars by changing calendar views, setting appointments and setting recurring appointments.

In addition to the above, an intermediate level can schedule meetings, including how to invite attendees, view free and busy times of potential attendees, track meeting responses and update meeting requests; how to setup a contact list, how to create a task list, and how to create notes; create and use rules for managing mail and notifying senders that you or a manager will be out of the office.

An advanced user can perform advanced email filtering, rules, and categories, mail merge integration with Word, calendar management, scheduling meetings, automating repetitive tasks with Quick Steps and macros, and integrating Outlook with OneNote, Teams, and SharePoint.

Select if you are a beginner, intermediate or advanced-level user.

• No related experience
• Beginner
• Intermediate
• Advanced
  
  

09

Please select the level of proficiency you possess working with Microsoft Word or equivalent, using the following definitions:

A beginner possesses fundamental knowledge of creating a document and entering text; editing, moving, and copying text; formatting techniques to make the text in a document look the way you want; checking spelling errors; using tabs and saving documents.

In addition to the above, an intermediate level can create Font and Paragraph formatting; use advanced editing techniques; create styles to store collections of formats; create and modify tables; format sections of a document to have different footers, columns, and watermarks; and merge documents to create form letters and labels.

An advanced user has a mastery of styles and templates to speed use of standard documents; add graphics to a document; collaborate with others by adding comments, tracking changes, comparing two versions of a document, and reviewing tracked changes; create and customize a form; secure a document; create mail merges; use macros and VBA scripting for automation; manage long documents by creating a master document, adding an index, generating a table of contents, and adding a table of figures; and insert bookmarks, footnotes, captions, hyperlinks cross-references.

Select if you are a beginner, intermediate, or advanced-level user.

• No Related Experience
• Beginner
• Intermediate
• Advanced
  
  

10

Please select the level of proficiency you possess working with Microsoft Excel spreadsheets or equivalent, using the following definitions:

A beginner possesses fundamental spreadsheet knowledge and can create and format spreadsheets, copy data, and create formulas and functions to calculate data.

In addition to the above, an intermediate level user can work with multiple worksheets, create and perform complex mathematical calculations on spreadsheet data, sort and filter lists, customize spreadsheets and create custom templates.

An advanced level user can use the VLookup function and problem solving tools, link and consolidate multiple workbooks, use Advanced Filter to find data and copy to another location, create pivot tables and automate repetitive tasks and procedures with macros and VBA; advanced charting and visualization techniques; data modeling with Solver and Goal Seek.

Select if you are a beginner, intermediate, or advanced-level user.

• No Related Experience
• Beginner
• Intermediate
• Advanced
  
  

11

Please select the level of proficiency you possess working with Microsoft PowerPoint or equivalent.

Please use the following definitions when responding to this question.

A beginner possesses fundamental presentation software knowledge and can create a presentation, format text on slides, add graphical objects to a presentation, modify graphical objects on slides, work with tables in a presentation, import charts to a presentation and prepare to deliver a presentation.

In addition to the above, an advanced level user can modify the PowerPoint environment, customize design templates, add SmartArt to a presentation, work with and embed multimedia and animations, collaborate on a presentation, creative interactive elements, customize a slide show for consistency and secure and distribute a presentation.

Select if you are a beginner or advanced level user.

• No experience using Microsoft PowerPoint or equivalent
• Beginner
• Advanced
  
  

12

SUBJECT MATTER EXPERT REVIEW: The following supplemental questionnaire will be used to assist us in determining if you possess the knowledge, skills, and abilities to succeed in this position. Your responses to the questions will be evaluated and scored by a panel of subject matter experts. Your total score for this examination will affect your placement on the eligible list (a list of candidates eligible for interviews). The higher the score, which includes any applicable veterans' preference points, the higher the ranking on the eligible list. Generally, 6 – 8 candidates are referred for each vacancy starting with the top ranked candidates.

Instructions & Helpful Tips

• Answer each question carefully and accurately in the space provided. Your responses should reflect what is documented in the education and work experience sections of your employment application.
• Make sure your responses are clear, concise, and complete.
• If a question consists of multiple parts, answer each part separately.
• Provide examples! Examples should be relevant to this position and question, and can be from your formal education, work experience (paid, internship, volunteer), and/or training, unless otherwise indicated in the question.
• When describing a process or procedure, make sure to clearly describe your duties and responsibilities.
• Minimize the use of jargon, abbreviations, and acronyms.
• Each question is scored separately, so do not combine answers or refer to your answer from a different question.
• Before submitting your application, use a word processor, such as Microsoft Word or Google docs, to check for grammar and spelling.
  
  

By selecting yes below, you are indicating that you have read and understood the information provided, and agree to the above instructions.

If you have any questions, please contact the assigned Talent Acquisition Business Partner or email HR@washingtoncountyor.gov.

• Yes
  
  

13

In 250 - 300 words, please describe how you have been successful in performing front desk and external/internal level administrative support functions in your career.

• Required Question