Executive Assistant - City Manager's Office bei City of Bend, OR

About the Department

The City of Bend is accepting applications for one (1) regular, full-time Executive Assistant in the City Manager's Office. This is an hourly, non-exempt (overtime eligible), non-represented position. The City may use this job posting to create an eligibility list for future hiring purposes. Please review the entire job posting, including the application requirements at the end.

The Executive Assistant in the City Manager’s Office is a unique opportunity to be involved with the City’s executive level administrative functions and support a variety of department supervisors with their recruitment and people management needs. This position blends together some traditional Executive Assistant and Office Management duties, such as calendar and meeting management, answering phones and sorting mail, with a large portion of the job dedicated to supporting department managers with their Human Resources needs related to recruitment, onboarding of new employees, and other administrative tasks. If you’re interested in learning more about how the City works with a high-level view of City services and exploring a path in Human Resources, this is the job for you!

As the Executive Assistant, you can expect to take notes at high-level meetings, provide administrative support to executives and other department directors, and develop valuable skills in Human Resources support. This is a perfect opportunity to be introduced to Human Resources career paths, while also providing administrative support to City leadership. This position is for a person who strives to become the main point of contact for both external and internal customers – the person we all turn to when we have a question or don’t know where to go!

Classification Framework: Executive Assistant

Position Duties

The following duties are a sample of major duties performed in this role and not intended to be an exhaustive list.

• Human Resources Liaison for Central Services departments. This involves managing recruitments to fill vacancies in various departments, onboarding new employees, completing employee personnel actions, and other HR administrative tasks in our ERP system, Tyler Munis, as well as timecard auditing in our time management system, UKG Workforce Management. This position works closely with various department managers to meet their recruitment needs, from developing the job posting, reviewing applications, and scheduling interviews, to preparing offers and completing the hiring and onboarding process. 
• Executive Assistant to City Manager, Assistant City Managers, and Executive Officers. This includes managing multiple calendars, handling inquiries from the public, registering staff for conferences and events, reconciling purchase cards, hosting visitors to City Hall, and scheduling and supporting meetings with set up and note-taking. Other various administrative projects may be assigned by the executives as needed. 

• Office Administration. Along with the above roles this position assumes, this position also supports the function of the City Manager’s Office by answering the main City phone line, assisting with public inquiries and providing customer service, sorting mail for all City departments, and being a resource and point of contact for City staff.
  

Minimum Qualifications

This position provides quality support to executives, which requires the ability to anticipate what’s coming, be proactive in finding solutions, and identify opportunities for improvement. We’re looking for someone who has strong communication and problem-solving skills and an ability to develop relationships. Since work assignments come from multiple people and sources, highly qualified candidates will have an ability to prioritize tasks, handle multiple interruptions, and pivot with short notice. 

With the variety of tasks associated with the Human Resources support, this position requires an ability to navigate various systems and processes without much oversight. The ideal candidate has a knack for learning new systems, is a self-starter, and is an efficient and productive team member.

Qualified candidates will bring working knowledge and skills in:

• Calendar management for multiple people

• Meeting scheduling and note taking

• External and internal facing customer service

• Ability to handle challenging and difficult conversations

• Strong business acumen and knowledge of administrative office management

• Well-developed written and verbal communication skills, including the ability to work with different communication styles

• Ability to manage a high volume of tasks

• Ability to handle a high occurrence of interruptions while multitasking

• Proficiency with technology and software systems

Candidates who meet the listed minimum qualifications, including an equivalent combination of education and experience will be considered for an interview. Please ensure your application includes information about your education, relevant paid and unpaid work experience, and applicable licenses and certifications. Avoid referencing your resume in the job duties section of the application.

Minimum Qualifications:

• Education: High School Diploma or General Equivalency Diploma (GED); AND
• Experience: 4 years' experience providing administrative support to multiple people while handling a high volume of tasks and managing an administrative office environment; OR
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Required Licenses & Certifications:

• Current and valid Driver's license per City policies outlined in the Employee Handbook.

Desired (but not required) Attributes:

• Oregon Public Notary Designation within 30 days of hire.
• Experience with recruitment or human resources administration.
• Experience in public sector administration.

Other Qualifications

Application Deadline: Applications received by Friday, September 19, 12:00 PM (noon) Pacific Time will be included in an initial review and consideration for interview; however, the position will remain open until filled.

Application Requirements: To be considered for an interview, applicants must complete an online application including the following attachments (failure to include required attachments may result in disqualification):

• Cover Letter detailing experience in relation to the role
• Resume

Anticipated Interview Schedule: Initial interviews for those invited to interview are anticipated to be scheduled for September 26. If invited to continue in the interview process, candidates can expect in-person panel interviews to be scheduled on October 7. 

Veterans’ Preference: Applicants seeking Veterans’ Preference as a qualified veteran or disabled veteran must attach appropriate documentation to their application. For more information click here.

Equity Statement: The City of Bend remains committed to building a workforce that advances diversity and inclusion within our community and all we do. We recognize that not everyone starts from the same place, and that gender, race, ability, sexual orientation, and other identities face different barriers. We welcome applicants from all backgrounds and are dedicated to creating an inclusive, safe, and respectful workplace where employees can thrive without these barriers. A more extended version of the City of Bend’s Organizational Equity Statement is available upon request.

Benefits: The City of Bend offers an excellent competitive benefits package for Employees and Dependents for health and dental coverage, retirement benefits, and a robust paid leave program. Details are available on the benefits tab of the job posting.

Starting Compensation: Starting compensation is determined based on a pay equity analysis considering the candidate’s education, applicable work experience, and internal equity. Please include all relevant information on your application.

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