Mayor's Office Administrator en City of Beaverton, OR

About the Department

The City of Beaverton is seeking an Office Administrator to provide complex administrative and communications support to the Mayor’s Office. This position will work closely with internal and external stakeholders including city staff, elected officials, community and business leaders, and constituents to support the Mayor and City Council’s strategic priorities.

The Mayor’s Office Administrator will manage all logistical, confidential, and administrative operations of the Mayor’s Office. This will include maintaining the Mayor’s calendar and schedule, making travel arrangements, coordinating financial accounts and monitoring budgets, and responding to constituent requests and inquiries. The position will also support internal and external communications. 

To be successful in this role, you should have: 

• Substantial experience supporting executives in a busy environment that requires political acumen, confidentiality, and discretion. 
• Excellent communication skills, including the ability to empathetically and tactfully serve people who may be upset or angry. 
• Strong time management skills and the ability to track and manage multiple projects with tight deadlines. 
• Experience planning and facilitating internal and external communications, including digital and print media. 
• Knowledge of government policies and practices, as well as rules and ethics related to city government. 
• The ability to be flexible and remain effective while adapting to shifting priorities, urgent requests, and evolving political or organizational dynamics. 

This is a full-time, exempt, Management 2 (M2) position. There is one vacancy.

Please click APPLY to submit your application via the City of Beaverton’s online portal. You will need to fill out your work history and respond to several supplemental questions. Hiring managers will not have access to resumes, cover letters, or other attachments during the application screening process, so be sure to include all related experience and qualifications in your main application form. 

Position Duties

• Manage the Mayor’s calendar, including scheduling and coordinating meetings and appointments. 
• Screen incoming calls, mail, and meeting requests. Prioritize and route them appropriately. 
• Respond to constituent inquiries and requests. 
• Coordinate complex scheduling needs involving internal and external stakeholders. 
• Prepare agendas and schedule meetings. Arrange meeting space, supplies, and refreshments. 
• Serve as the primary point of contact for visitors and meeting attendees.
• Organize and support official events and non-campaign-related activities hosted by the Mayor’s Office.
• Draft and coordinate communications on behalf of the Mayor, including electronic and print media, and other communications to internal and external stakeholders. 
• Develop and maintain productive and professional working relationships with elected officials, business leaders, government staff, and other community leaders. 
• Conduct research, prepare reports and presentations, and track multiple complex projects. 
• Monitor Mayor’s Office budgets, authorize payments, and reconcile accounts. 
• Arrange out-of-town travel and accommodations for the Mayor’s Office. Process travel-related expenses and payments.
• Serve as staff liaison to committees. 
• Ensure proper handling of confidential and official documents. 
• Contribute to promoting organization values, including engagement and belonging. 

Minimum Qualifications

Minimum qualifications:

• Bachelor's degree in political science, public relations, communications, organizational leadership, or a related field; and 
• Four years of experience in a government or nonprofit setting providing administrative support that includes complex scheduling and communications for an executive or other senior leader; or
• An equivalent combination of education and experience enabling the incumbent to perform the essential functions of the position. 
• Ability to pass reference checks and education verification and satisfy the requirements of a background check.

The city’s talent acquisition goals include hiring the candidate who is best able to meet the performance objectives of the role. We encourage people with non-traditional skill sets and experiences to apply, even if you believe you do not meet 100% of the qualifications and hiring criteria described. 

Other Qualifications

Salary range: $6,823.92 - $9,143.41 monthly

Starting rate will be determined depending on relevant work experience as outlined in the Oregon Equal Pay Act. New hires who meet the minimum requirements of the position will typically start at step one. Higher steps within the posted range may be offered to those who have additional years of experience that is directly related to the position. 

Total compensation package and benefits

In addition to competitive pay, the city offers a wide variety of benefits to regular employees which make up an exceptional total compensation package.

The city pays the full retirement contribution to PERS including the employee portion; provides employees with an opportunity to participate in a deferred compensation retirement plan; makes available a public service loan forgiveness program and tuition reimbursement program; and offers excellent health, dental, vision and life insurance coverage.