Coordinator II

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Job Description

The Position

Workplaces across Portland, the United States and the world are making tough decisions about how to protect their employees and community from COVID-19. We, too, find ourselves in the middle of this complex situation at the City of Portland. We are committed to ensuring the health and safety for our employees and our community. As a part of this commitment, all City employees are required to be fully vaccinated, effective October 18, 2021. Proof of full vaccination, or documentation of plans to become fully vaccinated (e.g., partially vaccinated however too soon for second dose, etc.) will be required prior to being hired by the City of Portland. The required vaccination is a minimum qualification requirement to be hired by the City of Portland. We understand that some are unable to be vaccinated for a variety of reasons, including medical and religious/spiritual reasons. Should you be offered employment with the City of Portland, there is an exception process that provides for an exception and reasonable accommodation based on a qualified medical condition or religious/spiritual reason. Exception Request Process for COVID-19 vaccine (Exceptions only apply to candidate(s) offered a position; please do not submit at this time)

About this position:
There are two Coordinator II positions – Operations Coordinator in the Land Stewardship division and a Coordinator II in the Assets & Development division within Portland Parks & Recreation (PP&R).

The Land Stewardship division of Portland Parks & Recreation (PP&R) provides maintenance and management of developed parks, natural areas, community gardens and trails for Portland residents to play and connect to greenspaces. The Land Stewardship team supports construction, maintenance, stewardship, and nature-based programming while fostering and maintaining inclusive relationships with community to ensure visitors feel safe and welcome.

The Asset & Development division supports the PP&R mission by engaging in visionary planning, excellent design and construction of new parks, and by assessing, renovating and maintaining high-quality built assets of parks and facilities that deliver health and well-being benefits to all Portlanders. The A&D Division consists of the following five programs:

  • Asset Management Program that works to maximize the long-term community value of PP&R’s built, natural and social infrastructure;
  • Capital Renovation Program that manages and implements the Capital Improvement Project programs, including the 2014 Parks Replacement Bond, the Metro Bond, and the Major Maintenance Asset Repair and Park Renovation Programs;
  • Capital Growth Program that designs and constructs new parks to address inequities in the distribution of park and recreation opportunities for Portlanders;
  • Planning Program that performs long-range planning of the Portland park system, which is instrumental in creating and sustaining a healthy Portland community; and
  • Professional Repairs and Maintenance Services Program that maintains and/or repairs assets in Portland’s 230 beautiful parks located on 12,000 acres of parkland.

These Coordinator positions are critical to the success of their respective divisions as they facilitate, lead, and coordinate analytical and operational support for internal and external stakeholders regarding programs, operations, and mission-critical services. The incumbent works across all division programs and on special projects across the bureau. Working under the general supervision of the division manager, this dynamic position exercises a high degree of discretion and independent judgment.

Portland Parks & Recreation is working to build an anti-racist workplace and we are looking for candidates ready to engage in that hard and transformative work. We encourage applications from people with diverse racial, ethnic, sexual orientation, gender identity and socio-economic backgrounds.

This position is eligible for Language Pay Differential for qualifying employees.

As a Coordinator II, you will:

  • Collaborate and develop partnerships with a variety of internal and external stakeholders to advance the mission and goals of the division, bureau, and City, including coordinating with bureau stakeholders and other bureaus/offices to develop strategies and approaches for moderate to complex programs and projects; plan, organize and coordinate events, meetings, and phone calls, including preparing meeting agendas and related documents, taking notes and disseminating notes and other relevant materials.
  • Provide ongoing executive support to division manager, and coordination, operational and analytical support to program managers and staff by implementing or contributing to the implementation of moderate to complex programs and projects through collaborative efforts; collect and disseminate information pertaining to programs across the division and bureau and to outside stakeholders.
  • Serve as the division’s point person for constituent relations, coordinating responses and/or responding to proposals, concerns, and complaints;
  • Assist the bureau with community outreach efforts through social and print media and radio; promote accomplishments of the division by contributing to the bureau newsletter and social media;
  • Draft/edit/revise/proof specialized documents, such as briefing memoranda for bureau Director and Commissioner and Commissioner staff;
  • Serve as the division representative for the City Council filing process, coordinating documents preparation for Council hearings in compliance with City requirements;
  • Develop and maintain internal databases, logs, paper, and electronic files, and records systems; gather information and statistical data, review, evaluate and enter data into spreadsheets; verify information to be included in documents of public record to keep division records well organized and in legal compliance;
  • Research and contribute to development of new or revising existing policies and procedures for continual process efficiency and improvements; develop strategies and approaches for evaluating programs and functions and performing such evaluations;
  • Assist in the development of the Division budget and financial plans;
  • Monitor the content on external and internal web pages and coordinate updates;
  • Recommend and implement updates to established guidelines and standards used by the assigned unit to improve efficiency; provide training on Division processes and procedures; and
  • Work on special projects, developing executive summaries and reports.

Additional responsibilities, depending on the division needs, can be assigned

  • As a person, you are:
  • Collaborative: Value relationships and develops and supports reciprocal partnerships to get things done.
  • Curious: A curious professional who is always seeking to learn new things and grow as a person and as a professional.
  • Results Driven: A person who is able to work effectively and efficiently in a high-paced, dynamic environment.
  • Solutions Oriented: Use strong communication skills to work with a variety of internal and external stakeholders to create, implement, and document equitable solutions.
  • A Diversity, Equity, and Inclusion (DEI) Practitioner: Embrace anti-racism through intentional partnership, self-awareness, and action, showing cultural humility, advocacy, and mindfulness. Use DEI concepts to guide and inform your work.
  • Strong Communicator: A person who builds trust and strong relationships through frequent, transparent, and clear communications.
  • Equitable: A person who maintains and advocates for an inclusive, respectful, and culturally responsive workplace for all.
  • Emotionally Intelligent: Motivated, passionate, team-oriented, empathetic.

Although not required, you may have:

  • Experience exercising independent judgment, problem-solving, and taking initiative within established procedures and guidelines.
  • Experience establishing and maintaining working relationships with internal and external stakeholders such as diverse, under-represented communities, all levels of staff, staff of other agencies, business leaders, and others encountered in the course of work.
  • Ability to organize, coordinate, and implement trainings for program staff and volunteers; conduct and evaluate training programs.

About the Bureau:
Portland Parks & Recreation (PP&R) is committed to the overall Citywide vision that race will have no detrimental effect on people of color, refugee and immigrant communities in accessing our parks and natural areas, or from the benefit of our services. We recognize, understand, and encourage celebration of the differences that surround us. Diversity and equity are vital to PP&R’s ideals and values. The City of Portland, Oregon is a growing and diverse city of 650,000 residents, nearly 20% of whom speak languages other than English at home. PP&R values a diverse workforce and seeks ways to promote equity and inclusion within the organization and with the public. PP&R encourages applications from candidates with knowledge, ability and experience working with a broad range of individuals and communities with diverse racial, ethnic, and socio-economic backgrounds. Although not required, PP&R encourages candidates that can fluently speak another language to include that information in their application materials. Multilingual candidates are encouraged to apply.

City of Portland Core Values:
Anti-racism | Communication | Collaboration | Equity | Transparency | Fiscal Responsibility
These values guide our actions as we serve the community and engage our workforce. To learn more about the City's core values, please click here.

Why work at the City of Portland?
The City of Portland workforce serves a population of over 650,000. We are culture- and solutions-driven, viewing every challenge as an opportunity to learn, improve, and share our expertise. We are committed to removing systemic barriers to resources, access, and opportunity. The City is a believer in ALL people and continues to actively recruit and retain diverse top talent every day. We offer a comprehensive benefits package, including but not limited to medical, dental, vision, basic life, short- and long-term disability coverage to eligible employees and their families. If you are open-minded, motivated, community-focused, and self-aware, please apply yourself at the City of Portland today.

Work Location
Currently, many positions with the City of Portland are being performed remotely due to COVID-19. In the future, current positions classified as “full-time remote” could: 1) remain full-time remote, 2) become a remote/onsite mix, 3) revert to full-time at a city work location. As the situation evolves, the exact work location of the position in this recruitment may change based upon leadership direction and approval.

The City is offering an optional information meeting for this recruitment. Please see the Additional Information section below for details.

To Qualify

Applicants must specifically address and demonstrate in their responses to the supplemental questions and their résumé how their education, training, work experience, and/or lived experience, meets each of the following minimum qualifications:

  • Experience researching, analyzing, writing, and reporting on results for various complex program efforts and operational topics.
  • Experience communicating clearly and effectively cross-culturally and collaborating with communities of color and people traditionally underrepresented in local decision-making including facilitating inclusive participation in programs and activities
  • Experience in customer service and conflict resolution.

Applicants must also possess:

  • Must be fully vaccinated for COVID-19 per City/State mandate or have an approved exception by date of hire.
The Recruitment Process

An evaluation of each applicant's training and experience, as demonstrated in their résumé and answers to the supplemental questions, weighted 100%. Do not attach materials not requested. Only candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. You have 14 days from the notice of the examination results to let us know if you disagree with your results. Please read the City of Portland Administrative Rule 3.01 for complete information. Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

** PLEASE NOTE: The eligible list generated from this recruitment may be used to fill future vacancies**

Recruitment Activity Schedule:

  • Job Posting closes: 11/22/2021
  • Applications Reviewed: 11/22/21- 11/30/21
  • Eligible List / Notices Generated: week of 11/30/21
  • 1st Round of Interviews: Early December
  • 2nd Round of Interviews (if needed): Mid-December
  • Job Offer: End of December
  • Timeline is approximate and subject to change.

Applicant Instructions

Applicants must submit a professional resume and responses to the supplemental questions online, specifically focused on your qualifications for this position as identified in the "To Qualify" section of this announcement in accordance with the following Application Instructions:

  • Your résumé and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
  • Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
  • Your resume should support the details described in your responses to the supplemental questions.
  • If you are requesting Veteran's Preference, as identified below, please describe in your responses to the supplemental questions and resume any transferrable skills obtained during your military service and how they relate to each of the required minimum qualifications under the "To Qualify" section above.

Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment. All applications must be submitted via the City's online application process. Do not attach materials not requested. E-mailed and/or faxed applications will not be accepted.

Additional Information

Work Status: Non-citizen applicants must be authorized to work in the United States at the time of application.

Veterans' Preference: If you are requesting Veterans' Preference, attach a copy of your DD214/DD215 and/or Veterans Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veterans' Preference AND include a copy of your documentation for each recruitment to which you apply. Veterans' Preference documentation must be submitted no later than the closing date and time of this recruitment.

ADA, Pregnancy, and Religious Accommodations: If you identify as a person with a disability, are pregnant or nursing, or observe a religious practice(s), and would like to request a reasonable accommodation when applying for this job, please contact the Recruiter below for assistance.

Equal Employment Opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply.

Language Pay Differential
City of Portland employees who speak one or more languages in addition to English, may be eligible to receive a “language pay differential.” This is compensation for qualifying multilingual City employees who use their language skill to assist the community. More about the language pay differential can be found here.

Did you know? The City of Portland offers How to Apply Classes that are free and review best practices for applying to the City. Follow the link for the most recent list of scheduled dates: Events | Career Center | Portland.gov

Contact Information
Loan Tran Polanco, Senior Recruiter
Bureau of Human Resources

To assist you in understanding this position and the recruitment process, we will offer an Optional Information Session that will provide you with details about the position and about the application process. You are not required to attend to apply for this job. You are welcome to join us for the optional session below:
Wednesday, November 10, 2021
3:00 PM Pacific Time (US and Canada)

Join Zoom Meeting
Meeting ID: 893 4968 2987
Find your local number: https://us06web.zoom.us/u/ken4A2cX7c

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