Executive Specialist WOC

This is an internal job posting. Only former Multnomah County employees on an active recall list may apply for this opportunity through this site.

Current employees: Please apply through the employee portal to be considered for this opportunity.

Pay Range:

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Closing Date (Open Until Filled if No Date Specified):

The Opportunity:

THIS WORK MATTERS!

This Work Out of Class assignment will last up to six (6) months and is effective immediately. This position is available for current regular employees only. If you have questions about your eligibility to apply please contact the designated recruiter as listed on this job announcement. Please Note: Interested employees need the approval of their supervisor.

Join us at Multnomah County Health Department where we are seeking individuals who embody leadership achievement and action in a dynamic and ever-evolving environment. Our mission is at the heart of everything we do: to collaborate with communities advance health equity safeguard the most vulnerable and foster health and wellness for all. Guided by our core values of Compassion and Care Empowerment Racial Equity Creativity and Integrity we strive to create a workplace culture characterized by respect trust and understanding for the incredibly diverse populations we serve in our communities.

Multnomah Countys Public Health Division is a vital resource for residents working to promote physical and mental health prevent disease and injury and ensure access to essential health services. Some of our key functions and services include: preventing and controlling diseases supporting maternal and child health addressing mental health and substance use ensuring environmental health and promoting health equity.

The Executive Specialist provides high-level administrative support to Public Health programs using independent judgment to manage executive operations research and strategic initiatives. This role is pivotal in advancing health equity and disrupting institutional white dominance while maintaining strict confidentiality and professional diplomacy. Serving as a bridge between management and the community the position fosters an inclusive respectful environment for highly diverse populations.

Managerial Support

• Manages leadership communications and urgent requests while maintaining strict HR and internal confidentiality.

• Independently optimizes complex schedules recurring high-level meetings and staff performance reviews.

• Conducts research prepares presentations proofreads complex documents and manages procurement and payments.

• Coordinates divisional travel training and conferences while providing essential backup support for the administrative team.

Project and Document Management

• Leads special projects by developing charters tracking progress via RASIC tools and compiling data for annual reports.

• Manages confidential HR processes including performance evaluations new-hire onboarding and facility access authorization.

• Maintains organizational charts and emergency call-down lists while overseeing 24/7 public health emergency phone protocols.

Operational Support & Event Coordination

• Serves as a software Power User triages IT issues and manages office logistics including staff moves and equipment setup.

• Executes large-scale event planning managing everything from venue logistics and catering to ADA-accessible meeting materials and minutes.

• Orchestrates cross-divisional workflows coordinates interview panels and orientations and manages travel approvals and complex document proofing.

Routine Telework: At this time this position is designated to routine telework meaning you will be working remotely (from home) most of the time. As with all telework positions employees may be required to come into the office on occasion. The designation of Hybrid Telework may be subject to change at a future time. Currently 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 Gladys McCoy Building 619 NW 6th Ave Portland OR 97209.

Salary/Pay: Please be advised that the pay range listed for this position is intended to provide general guidance on the earning potential for the role. However actual compensation will be determined in accordance with the Oregon Equal Pay Law and will take into account factors such as the candidates relevant experience and education. Candidates should expect that initial offers will be made within the listed pay range and may not be at or near the top of the range.

Multnomah County offers an exceptional benefits package including employer-funded retirement savings; health and dental insurance at very low cost to full-time employees and their dependents; paid parental leave; wellness programs; a focus on work-life balance; and much more. Find more details on our benefits website.

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 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.

Required Minimum Qualifications/ Transferable Skills*:

• Equivalent to completion of the twelfth grade

• Three (3) to six (6) years of experience that demonstrates the ability to perform the duties of the position

*Transferable skills: Your transferable skills are any skills you have gained through education work experience (including the military) or life experiences 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.

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.

• A demonstrated ability to apply a racial equity lens to administrative work specifically supporting strategic goals focused on disrupting institutional white dominance and serving highly diverse populations with cultural humility.

• Identify and deconstruct unnecessary administrative and clinical barriers that impact communities of color and marginalized groups.

• Promote a culture of respect inclusiveness and appreciation of diverse perspectives backgrounds and values.

• Maintain a safe and healthful workplace.

• Proficiency in using standardized project management tools (such as RASIC) to develop project charters track multi-phase initiatives and compile data for high-level deliverables like annual reports.

• Experience managing complex calendars and sensitive communications for senior leadership including the ability to maintain strict confidentiality regarding Human Resources and personnel matters.

• Advanced skills in Google Workspace Microsoft Office and Zoom combined with the ability to triage IT issues manage telecommunications and oversee digital event logistics (including ADA-accessible materials).

• Proven success in planning large-scale events including securing venues coordinating catering managing AV requirements and overseeing complex divisional workflows such as recruitment panels and staff orientations.

SCREENING & EVALUATION:

REQUIRED: You must submit all requested items below. Failure to do so will be deemed as an incomplete application.

1. Submit an online application

2. Attach a resume demonstrating you meeting minimum qualifications; AND

3. Attach a cover letter addressing how you meet the qualifications for this position and why you are interested in the position.

Note: Please be mindful of checking your email inbox for messages upon submitting your application. You may be emailed requesting for additional items from the Recruiter or hiring manager. If a response is not received in a timely manner your application may not be considered.

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 application/ resume and cover letter for minimum qualifications and all required attachments. If you do not address the minimum qualifications in the application your application will be considered incomplete and will not move forward in the recruitment process.

• Phone screen

• Supplemental Questionnaire

• Oral exam

• Consideration of top candidates

• Background reference and education checks

ADDITIONAL INFORMATION:

Type of Position: This represented position is eligible for overtime.

Type: Represented

FLSA: Non-exempt

Note: The eligible list created from this recruitment may be used to fill regular full or part time temporary and limited duration assignments for other available Executive Specialist positions.

Our Commitment to Safety Trust and Belonging: Multnomah County is committed to developing nurturing and continually improving workforce equity by identifying and addressing the structural and policy barriers to equal employment opportunity faced by our employees and communities. County employees across the organization have stepped forward to develop a strategic plan and help create a workplace where everyone can reach their full potential. Learn more by reading our Workforce Equity Strategic Plan and exploring our Core Competencies for all County employees

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.

In accordance with Oregon Law Multnomah County is not collecting school attendance dates in the initial application process; please do not include these dates in your resume cover letter and other application materials.

Diversity and Inclusion: At Multnomah County we dont 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

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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.

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