Job Details

Administrative Assistant

The City of Beaverton is seeking an administrative professional to provide high-level support to the city's Assistant City Managers and other executive leaders as an Administrative Assistant in the City Manager's Office. This position is essential to keeping operations running smoothly: managing complex calendars, coordinating meetings and retreats, and serving as a main point of contact for city staff and leaders, elected officials, and community partners. This role also provides backup support to City Council, assists with special events, and helps with office logistics including tracking budgets and work plans.

We're looking for someone who brings strong judgment, clear communication, and a steady presence. The ideal candidate has experience supporting executives, managing complicated schedules, and handling a wide range of administrative tasks with accuracy and care. This role requires someone who is organized, responsive, and comfortable working with sensitive information. If you're someone who can keep track of details, communicate professionally, and contribute to a respectful and service-oriented workplace, we'd love to hear from you.

This is a full-time, non-exempt, Management 3 (M3) position. The schedule will be Monday-Friday during city business hours, with occasional evening or weekend meetings and events. The position will be eligible for a hybrid or 4x10 schedule after the successful completion of probation. The classification is Administrative Assistant 3. There is one vacancy.

Please 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. Your education, skills, and experience will be evaluated using the main application form and supplemental questions; a resume and cover letter are not required and do not substitute for a complete application and work history.

Responsibilities

• Provide high-level administrative and technical support to Assistant City Managers and the City Manager's Office, including schedule management and meeting coordination and facilitation.
• Serve as a liaison on behalf of the City Manager's Office on various projects with internal and external partners.
• Offer back-up administrative support for City Council members, including new councilor onboarding, communications, and meeting coordination. Act as staff liaison for councilors and city events. May provide support at regular City Council meetings.
• Establish and maintain productive working relationships with elected officials, department heads, and other city employees in a complex and politically sensitive environment.
• Handle confidential and sensitive topics and information with professionalism and discretion.
• Organize and maintain files. Help develop, improve, and document operational procedures.
• Support grant management, by assisting project management staff with tracking and reporting.
• Deliver excellent customer service to community members both in person and virtually.
• Update and maintain internal and external webpages, ensuring consistency, accuracy, and Americans with Disabilities Act compliance.
• Conduct research, prepare reports and presentations, and respond to information requests. Track multiple complex tasks and projects, including drafting and tracking materials for City Council meetings.
• Assist with budget preparation, monitoring, and performance measures for the City Manager's Office and City Council.
• Process payments and manage purchasing and travel card transactions.
• Promote organizational values, including engagement and belonging. Cultivate a respectful workplace culture.
• Additional duties are outlined in the Administrative Assistant 3 class specification.

Qualifications

Minimum qualifications:

• Associate's degree, and
• Three years of administrative support experience in a busy office environment; or
• An equivalent combination of education and experience enabling the incumbent to perform the essential functions of the position.

Licensing and special requirements

• Ability to pass reference checks and education verification.
• Ability satisfy the requirements of a background check, including Criminal Justice Information Services fingerprints.

Studies have shown that some candidates forego applying for a job if they do not believe they meet 100% of the hiring criteria. 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.

Compensation

Wage range: $34.70 - $46.51 hourly

Starting rate will be determined via an analysis of the directly-related work experience included in your application materials. 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. Additional benefits include excellent paid time off (PTO) accrual, PTO cash out options, wellness programs and incentives, a Health Reimbursement Account (HRA) VEBA with 3% employer contributions, an Employee Assistance Program (EAP) and bilingual pay premiums.