In this role, you would serve as the first point of contact for both the Cemeteries program and the department, fielding calls, emails and visits from the public, partners and our staff. You also would serve as our department’s legislative coordinator, coordinating with the Metro Council office to prepare for upcoming meetings. Supporting the Cemeteries team, you would provide administrative and clerical support to a program manager, two cemetery coordinators and a cemetery analyst by providing top notch customer service, answering questions from grieving families about burial services, problem solving when families have genealogy requests and documenting contracts and markers using various database management software. This work is an interesting window into Metro’s 14 Historic Cemeteries, which serve as both active burial spaces and places to connect with nature.
In this position, you would report directly to the Parks and Nature Department’s administrative supervisor while receiving work requests from program management and staff. This job gives you the opportunity to collaborate with and learn from a wide variety of professions, from volunteer coordinators to scientists to park rangers.
We’re looking for somebody who shares Metro’s commitment to making sure that all our region’s diverse communities – including communities of color and low-income communities – benefit from a world-class park system. At Metro, we are committed to hiring a workforce representative of the communities we serve, understanding that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all of our employees can thrive.
Application requirements
1) electronic application, 2) answers to required, supplemental questions, and 3) cover letter and resume in one PDF document. Incomplete applications will not be considered.
Essential Job Duties:
An employee in this position must be able to perform all the essential job duties listed below with or without reasonable accommodation; however, this list is not intended to include all of the specific tasks which an employee in this position may be expected to perform.
- Serves as the first point of contact for the Parks and Nature department and Historic Cemeteries program by communicating regularly with the public, internal staff and partners by email, phone, mail and in person. Redirects communications as appropriate.
- Serves as the department’s legislative coordinator, collaborating with department staff and the Council office to schedule meetings, route paperwork and ensure deadlines are met.
- Responds to requests for information regarding policies, procedures and services. Provides problem-solving, interpretation or referral regarding policy and services.
- Creates and maintains multiple spreadsheets and databases using Excel and other database management software. Sorts and tabulates information and data to assist professional staff and to update program contact lists.
- Serves as office supply purchasing coordinator for the department, tracking and purchasing items as needed.
- Processes invoices and maintains and uses a purchasing card.
- Tracks and archives records, following Metro protocol and utilizing records management software.
- Schedules appointments for Historic Cemeteries staff and services and maintains various program-specific calendars.
- Supports the Historic Cemeteries Advisory Committee by scheduling meetings, coordinating room set-up logistics, distributing the agenda and taking and distributing meeting minutes.
- Coordinates and oversees specific project activities. May schedule and coordinate volunteers or interns. Assists new staff and interns in navigating Metro procedures.
- Performs related duties as assigned.
Metro organizes its positions into classifications. Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions. This position falls under the Administrative Specialist II classification (click to read the full classification).
Minimum Requirements:
High school diploma or G.E.D. and two years of administrative, customer service and problem-solving experience; or any combination of experience and education which provides the applicant with the desired knowledge, skills, and ability required to perform the job.
Knowledge, skills and abilities
- Ability to be punctual and maintain regular attendance
- Ability to maintain a professional demeanor at all times
- Ability to establish excellent rapport with members of the public, fellow employees and vendors
- Ability to communicate effectively and professionally, both orally and in writing
- Ability to use good judgment in problem solving and communications with staff and constituents
- Ability to work well under pressure with routine interruptions while maintaining strict deadlines and accuracy
- Flexible and adaptable to changing priorities and requests
- Ability to troubleshoot, problem solve and provide excellent customer service
- Proactive approach; ability to plan ahead and foresee and resolve issues before they escalate
- Excellent organizational skills and attention to detail
- Extensive experience in general office etiquette, policies and equipment
- Knowledge of administrative, customer service and office procedures
- Ability to establish and maintain electronic and manual filing and record keeping systems
- Ability to work independently and as a team member
- Ability to fulfill Metro’s employee values of public service, excellence, teamwork, respect, innovation and sustainability
Additional Information:
Online applications: Metro accepts job applications online. If you need assistance or accommodation with your application, or access to a computer, call 503-797-1570.
Accommodation: Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. To obtain confidential assistance please contact Human Resources 503-797-1570.
Public Employees Retirement System (PERS): New employees will pay the employee portion of the PERS contribution.
Representation/classification: This position is represented by AFSCME and falls under the Administrative Specialist II classification.
Veterans’ Preference: Under Oregon Law, qualified veterans may be eligible for veterans’ preference when applying for Metro positions. If you are a veteran and would like to be considered for a veterans’ preference for this job, please provide qualifying documents as instructed during the application process.
Criminal background check: In order to protect the well being of its employees, the public and agency assets, Metro may conduct criminal background checks on candidates selected for Metro positions. Criminal convictions do not necessarily preclude employment and will be considered on a case by case basis. A background check will only be conducted if you are selected as a finalist for a position. If selected as a finalist, you will be contacted by Human Resources prior to the initiation of a background check.
Equal employment opportunity: All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity, sexual orientation, disability for which a reasonable accommodation can be made or any other status protected by law. Assistance will be gladly provided upon request for any applicant with sensory or non-sensory disabilities.
An Equal Opportunity/Affirmative Action Employer
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