• Streamline processes by utilizing technology and computer information systems.
• Coordinate maintenance material needs including goods and services.
• Help maintain best practices in maintenance administration and records keeping.
• Provide research and technical support, as needed.
• Provide administrative support to the Marine Operations management team in the Port Operations Division.

• Assist in the planning and scheduling of maintenance activities for Marine Facility Maintenance (MFM).
  • Utilize computer information systems to track and evaluate maintenance activities. Coordinate maintenance material needs, including contracts and service.
  • Provide systems technical support and research utilizing computer information systems.
• Administer general office and records management functions for Marine Facility Maintenance (MFM).
• Assist staff with office administrative duties, procurement reconciliation, expense reimbursements, timekeeping, requisition entry and contract monitoring.
  • Create and edit documents.
  • Take meeting notes and track action items.
  • Assist with researching information or directing inquiries to the appropriate staff.
• Contribute to business decisions through analytical findings, recommendations, and/or implementation.
  • Work with outside agencies related to billing and invoicing services.
  • Work with outside maritime organizations on behalf of staff, i.e., meetings, receptions, dinners, customer events.
  • Perform lead role as Records Coordinator for Marine Operations and Land-Use & Transportation Planning.

Education and Experience

• Associate degree in Business, Planning, Computer Information Systems or a related field.
• Minimum of three (3) years of experience in Facilities Management, Maintenance or Construction, and/or administrative support in a business setting, including demonstrated customer contact in a service environment; or the equivalent combination of education and/or relevant experience.
• Maintain a valid state driver's license is required.
• Ability to obtain and maintain a Transportation Workers Identification Credential (TWIC) from the Federal government is required. All licensing fees will be reimbursed by the Port of Portland.
• Working knowledge of:
  • General procedures for purchasing goods/services
  • General business accounting
  • Maintenance best practices and procedures
  • Microsoft Office Suite
• Advanced knowledge of:
  • Facility maintenance concepts and practices
  • Computerized maintenance management systems

• Self-starter with high-level multi-tasking and prioritization capabilities.
• Express ideas clearly in written and oral communication.
• Proofread and edit for spelling, punctuation, and grammar for complex matters.
• Create and use spreadsheets for data analysis and reporting.
• Evaluate and streamline processes and procedures.
• Coordinate, plan, and schedule maintenance activities.
• Learn and apply a broad knowledge of administrative procedures and office operations.
• Plan, organize, and schedule all phases of arrangements (conferences, travel, meetings) to achieve quality products on schedule and within budget.
• Organize workload with frequent interruptions to meet changing priorities and deadlines.
• Maintain confidentiality.
• Work with ambiguity in a continuously changing environment.
• Work within the scope of intergovernmental, interstate, and multi-agency involvement.
• Demonstrate commitment to valuing differences among individuals and passion for being inclusive.
• Proven team player that shows the utmost respect for others.

SELECTION PROCESS (tentative schedule):

1. A minimum qualification evaluation of education, training, and experience of submitted application packets will take place by Human Resources the week of May 22, 2024.
   
   
2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials including any responses to the supplemental questionnaire.
   
   
3. Our goal is to schedule oral panel interviews with candidates that successfully passed the SME evaluation step approximately the week of June 3, 2024.

About us:

At the Port of Portland, we use everything we have - our three airports, four marine terminals, five business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to pull down barriers, unlock new opportunities, ensure more people share in our region's success and include those who have been excluded in the past. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!

Do you have questions about this job?

Contact us: careers@portofportland.com

Safety: The Port promotes safety as a guiding principle and practice in accomplishing work by complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.

Diversity and Inclusion: At the Port, we don't just accept difference; we value and support it to create a culture of inclusiveness and fun. We are proud to be an Equal Opportunity Employer.

EEO/Affirmative Action Policy Statement: The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination and affirmative action.

Veterans Preference: Under Oregon law, qualified veterans may be eligible for veterans preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veterans preference for this job, please provide the qualifying documents as instructed during the application process.

Background Checks and Drug Testing: The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-415-6690 or email careers@portofportland.com.