Summary

The role:
The City of Bend is a thriving and growing community with approximately 100,000 highly engaged, active residents.  The Community and Economic Development Department within the City is comprised of Divisions that are responsible for Planning, Building Safety, Licenses and Events, Growth Management, and more.  We work collaboratively with and for our community to deliver vital services to ensure that the City plans and develops in a manner envisioned in the City’s Comprehensive Plan to “wisely grow up and out.”

This Executive Assistant position is part of an administrative team that helps ensure the overall success of the Community and Economic Development Department.  While primarily supporting the Department’s Director, the position plays a key role in ensuring that activities are operationalized with a business mindset including strategy, analysis, synergy, and collaboration.  It frequently liaises with other Departments in the City, including Central Services functions provided by the City Manager’s Office as well as external customers from the development & business community and beyond.

How to apply
To be considered for this position, applicants must have a complete application that includes all of the following items

• The online application via NeoGov (access also available on the City of Bend website under Human Resources/Job Openings)
• Attached formal Resume
• Attached valid Credentials, Certifications, and Licensing (if applicable)
• A formal Cover Letter not more than 2 pages in length demonstrating your experience with attributes listed in the “What We’d Like To See” and/or “Knowledge, Skills, and Abilities” sections of this announcement and addressed to Angela O’Connell, Business Manager, Community and Economic Development Department.

Applicants must provide certification that they are a veteran or disabled veteran to receive veteran’s points preference.  For more information click here.
Applications received by Monday, September 23, 12 PM (noon) Pacific time will be prioritized for initial review but the position shall remain open until filled. 

Functions, Duties and Responsibilities

The information provided below encompasses the essential functions and capabilities linked with this position.
Duties and Responsibilities
The individual in this position is expected to engage in the following work-related activities.

A Day in the Life:

• Manages the Department Director’s schedule and monitors communications, alerting Executive to time sensitive or critical issues, and responding to inquiries.
• Prepares routine and complex documents, correspondence, technical and confidential documents, financial documents, and presentations.
• Performs office support duties such as greeting visitors, answering phones, and electronic filing.
• Coordinates department events and meetings, including location arrangement, preparation of materials, scheduling, meeting minutes, and travel arrangements.
• Performs administrative functions such as purchasing, HR activities, IT needs, and more.
• Maintains Department internal communication resources such as SharePoint and other databases.
• Routinely handles sensitive and/or confidential information
• Solves problems through discussion, negotiation, or persuasion; issues may have substantial impact on the organization or be controversial, which requires a high level of tact and sensitivity.
• May serve in a supervisory capacity
• Complies with safety requirements of the position and actively promotes safe work practices.
• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure.
• Other related duties as assigned.

Knowledge, Skills and Qualifications

• Maintain working knowledge of effective administrative techniques, including handling confidential information, and subject matter area of Executive being supported, as well as internal policies and procedures.
• Professional and engaging interpersonal skills as applied to interaction with coworkers, supervisors, the general public, and other stakeholders.
• Manage a high volume of tasks at one time, including organizing and prioritizing own work and the work of others.
• Work independently with minimum direction while also working as part of a team and collaborating with others.
• Maintain advanced working knowledge of software programs such as Microsoft Suite and Office 365, demonstrate excellent proficiency with cloud-based computing, and possess working knowledge of common office equipment.

Education, Experience, Certifications and/or Licenses  
The following are the minimum qualifications for this position.

• High School Diploma or General Equivalency Diploma (GED) or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description.
• 4 to 5 years’ experience in a similar position and/or performing similar tasks.
• May require Public Notary Designation.
• Current and valid Driver’s license per City policies outlined in the Employee Handbook.

Classification Framework: Executive Assistant

• To view the full Classification framework, click here.

Supplemental Information

• Experience in the public realm such as other municipalities, counties, state, or federal organizations.
• Understanding of the principles of work planning, including working towards demonstrable objectives and measurable deliverables that can be transformed into concrete actions.
• Strong verbal and written communication skills.
• Demonstrated success operating in an organized and deadline-focused manner, including using technical tools and resources.
• Ability to anticipate potential conflicts and resolve problems in advance.

The City of Bend is committed to fostering, cultivating and preserving a culture of diversity and inclusion.  At the City of Bend, we don’t just accept differences; we value them. We are proud to be an Equal Opportunity Employer and support the Americans with Disabilities Amendments Act (ADAAA) and the Oregon Equal Pay Act.