Program Assistant

Program Assistant

Salary

$34.41 - $46.15 Hourly

Location

Metro Regional Center, OR

Job Type

Full Time

Job Number

2026-0042-PDR

Department

Planning

Division

Planning Administration

Opening Date

06/22/2026

Closing Date

7/7/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Position Summary

Hello, we're Metro! Metro is dedicated to shaping a better future for the greater Portland region. The work the people of Metro do every day benefits the lives of the people who live here, today, and tomorrow.

The Planning, Development, and Research Department is looking for a Program Assistant to provide and coordinate administrative, project management, office, committee, confidential and technical support to dynamic staff and associated program/projects within the Regional Transportation Division.

As the Program Assistant you will

• Schedule and coordinate complex logistics for on and off-site and virtual meetings/webinars and event logistics. Includes coordinating, researching and reserving location, sending meeting/event notice, preparing materials, coordinating attendees, room and technology set up, catering and room prep/clean up.
• Provides administrative support for various public and other formal committee meetings/workshops by tracking and preparing agendas, work programs, and meeting materials, scheduling and coordinating meeting room set up and/or Zoom, attending meetings, preparing and distributing meeting minutes, arranging for catering, technical needs, tracking committee roster, processing stipends and managing meeting records. (Current Public committee supported: Transportation Policy Alternatives Committee monthly, Regional Transit Forum quarterly)Assist with coordinating, editing and routing legislation using electronic systems for approval.
• Receive public record requests and coordinates with division staff and record analyst to fulfill.
• Coordinate administrative logistics for assigned project activities.
• Assists communications with administrative tasks for program engagement efforts.
• Prepare documents, reports, spreadsheets, charts and tables and other products based on directions and guidance from staff. Copy edits reports and documents.
• Maintain record keeping systems (Content Manager, Network), including formal decision records.
• Update program web pages as needed.
• Schedule and coordinate logistics for in-person and virtual staff meetings and events. May take notes at team meetings.
• Assist in coordinating administrative functions, communications and liaise with internal departments, department divisions and/or other agencies.
• Screen, prioritize, filter and respond to snail mail, email, phone calls and visitors and routes/refers to the appropriate department contact. Monitor shared Outlook email in-boxes; forward public comments/inquires to appropriate staff, directly respond to community member concerns/inquires relating to assigned program area.
• Prepare documents, reports, spreadsheets, charts, tables and other products based on directions and guidance from staff. (Current report includes: Unified Planning Work Program)
• Establish and maintain databases, update and maintain staff, project and client contact lists.
• Serve as purchasing coordinator for division; maintains and uses a purchasing card, uploads receipts and purchasing documentation to US Bank Access program monthly.
• Assist other department support staff as needed.
• Ensure activities comply with relevant laws, rules, regulations, Metro and department policies and procedures.
• Prepare letters for signatures, respond to phone calls and send email correspondence to Metro departments, other agencies and the public as requested.
• Conduct research and communications with outside agencies, businesses and partners.
• Coordinate and process staff registrations and travel.
• Performs other duties as assigned.

Attributes for success

• Ability to work well under pressure with routine interruptions, last minute requests and changes in priorities.
• Advanced experience with Microsoft Suite, Adobe, Teams, Zoom, Content Manager,
• Effectively apply organizational skills, time management, problem solving and analytical skills to organize and prioritize work to ensure work is completed on time and with accuracy.
• Strong communication skills (written, email and verbal); ability to effectively and professionally communicate with stakeholders.
• Ability to be proactive, plan, foresee and resolve issues before they escalate; manage competing priorities.
• Ability to occasionally attend early morning or late evening meetings.

DIVERSITY AND INCLUSION

At Metro, we strive to cultivate diversity, advance equity, and practice inclusion in all of its work. This means attracting and empowering a workforce that is inclusive of a broad range of human qualities. Workplace diversity is both a moral imperative and a business strength, essential to providing quality support and services to our region. Metro's goal is to hire, develop and retain highly skilled and talented individuals across all departments and programs who best reflect the diversity of our community.

Learn more about how Metro is advancing diversity

TO QUALIFY

We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific in your application materials on how your background is relevant.

Minimum qualifications

• Three years of administrative and/or clerical work experience, and
• High school diploma or G.E.D., or
• Any combination of education, professional, volunteer and lived experience that provides the necessary knowledge, skills, and abilities to perform the classification duties and responsibilities.

Working Conditions

Work is performed in a standard office environment where work pressures, disturbances of workflow and/or irregularities in the work schedule are expected and occur on an intermittent basis. Changes in the performance environment require occasional upgrading of skills. Minimal physical exertion is generally required. Learned physical skill is required to perform keyboarding and 10-key functions.

Must have the ability to occasionally attend early morning or evening meetings that may occur at a Metro site or other location within the region.

If this statement is true for you, then you may be ineligible to apply

If you were terminated for cause during any employment with Metro, or resigned in lieu of termination, you may be ineligible for rehire for a minimum of 3 years.

Hybrid Telework

This position is designated as "hybrid telework." You will be required to work onsite and at times have the option to work away from your assigned work location. The specific schedule and balance of onsite and telework will be discussed with the hiring manager at the time of offer. Employees must reside in Oregon or Washington to work at Metro. Please note, the designation of hybrid telework may be subject to change at a future time.

Current Primary Worksite requirements include:

• Working onsite at least one day per week (Tuesday, Wednesday, or Thursday)
• In-person attendance at:
• All-Staff department meetings
• Team meetings: In-person monthly, minimum
• 1:1 supervisor check-ins: In-person monthly, minimum
• Public/Committee meetings
• Designated team "in-office days"
• Training as requested
• When it is essential/conductive to perform job responsibilities
• When directed by management
• When it's the preferred worksite for the day (choice based on personal convenience or preference)

Like to have qualifications

You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider them when identifying the most qualified candidates. Your transferable skills are any skills you have gained through education, work experience, including the military, or life experience that are relevant for this position.

• Experience providing administrative support to public meetings and knowledge of Robert's Rules of Order
• Advanced experience with Microsoft Office programs (Outlook, Word, Excel, PowerPoint)
• Advanced experience with Adobe Professional
• Advanced experience scheduling complex meetings and managing calendars

SCREENING AND EVALUATION

The application packet: The application packet consists of the following required documents. Please ensure that you upload these documents in your online application. Make sure your application is complete, missing any part of these items could result in an incomplete application and will not be moved forward in the recruitment.

• A completed online application
• Answers to supplemental Questions

The selection process: We expect to evaluate candidates for this recruitment as follows. The selection process is subject to change.

• Initial review of minimum qualifications
• In-depth evaluation of application materials to identify the most qualified candidates
• Consideration of top candidates/interviews
• Reference check

COMPENSATION, BENEFITS AND REPRESENTATON

The full-hourly range for this position is step 1 $34.41 to step 7 $46.15. However, unless a candidate's qualifications justify, based on the Oregon Pay Equity Act requirementsand Metro's internal equity review process, the appointment will likely be made between Step 1 $34.41 to the equity range Step 4

$ 39.84.

This position is eligible for overtime and is represented by AFSCME 3580. It is classified as a Program Assistant III.

Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions. View the classification description.

Questions?

Recruiter: Christina Rentas

Email: Christina.rentas@oregonmetro.gov

Additional Information

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 and expression, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.

Accommodation

Metro will gladly provide a reasonable accommodation to anyone whose specific disability prevents them from completing this application or participating in this recruitment process. Please contact the recruiter outlined in the job announcement in advance to request assistance.

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.

Hybrid Telework

Positions designated as "hybrid telework," meaning you will have the option to work away from the office, although there may be times that coming into the office will be required. The designation of Hybrid Telework may be subject to change at a future time. All employees must reside in Oregon or Washington; Metro cannot support ongoing telework from other locations.

Pay equity at Metro

No matter who you are or where you work at Metro, you deserve to be paid fairly for the work you do. Every worker must get equal pay for equal work regardless of your gender, race, age, or other protected characteristics. Metro has established processes and conducts routine pay equity reviews as part of the hiring process to ensure compliance with the 2017 Oregon Pay Equity Act.

Online applications

Metro accepts job applications online. If you need assistance or accommodation with your application, or access to a computer, please contact the recruiter outlined in the job announcement in advance to request assistance.

How to Apply

For tips on how to apply and more information on what the application process looks like, visit Metro's "How to apply" page.

Government Jobs

For assistance with your account or to reset your password please visit GovernmentJobs "Help and Support" page.

Metro

Led by an elected council, this unique government gives all residents of greater Portland a voice in shaping the future and provides parks, venues, services, and tools at a regional scale. We find solutions for our area's garbage and recycling that protect clean air and water; help plan land use and development to provide jobs and safe transportation; manage local venues that provide a connection to arts and culture and help keep the economy growing; protect 17,000 acres of parks and natural areas, and run the Oregon Zoo, to keep nature close to home.

As part of the Metro family, you play a vital role in serving the people of the greater Portland region.

Family members, including eligible spouses, domestic partners, and children, are covered under most of our benefits programs. Benefits vary depending on position and full-time, part-time, and variable hour status.

This is a budgeted, regular status position with a full-time schedule. The position is eligible for these benefits:

• Medical, dental and vision health insurance
• Paid sick leave
• Paid vacation, holiday, and other leave
• Paid parental leave
• Full contribution to Oregon PERS retirement
• No-cost TriMet Hop Pass
• Employee Assistance Program
• Training opportunities
• Flexible schedules depending on position and department
• Hybrid/Telework living in Oregon /Washington depending on position and department

Metro also offers a variety of perks for all employees, including free admission to the Oregon Zoo (including ZooLights!), Oxbow and Blue Lake Regional Parks, membership discount at Lloyd Athletic Club, credit union eligibility and more. Employees also receive access to financial wellness and legal consultation services, as well as first-time home buying and ownership counseling.

Learn more about employee benefits.

Some positions are represented by a union and have additional benefits.

View union contracts here.

01

What is the highest level of education you have completed?

• High school diploma or GED
• Associate degree
• Bachelor's degree
• Master's degree or higher
• None of the above

02

How many years of experience in administrative and clerical work?

• No experience
• Less than 1 year
• 1 year but less than 2 years
• 2 years but less than 3 years
• 3 years but less than 4 years
• 4 years but less than 5 years
• 5 years but less than 6 years
• 6 years but less than 7 years
• 7 years but less than 8 years
• More than 8 years

03

Rate your experience level using Microsoft Outlook Email.

• I currently use this program and regularly do the items listed in 3 or all of the following areas: include voting options, apply rules, operate in a shared inbox(es), delay delivery, include reminders, send email on others behalf, and insert Quick Parts
• I currently use this program and regularly do some or all of the following: compose emails using contacts and distribution lists, format text, add tables, include hyperlinks and images, and request receipts.
• I currently use another email program. List the program name in your task/activity description.
• I have used this program before but dont use it regularly.
• I have not used this program.

04

Rate your experience level using Microsoft Outlook Calendar.

• I currently use this program and regularly do the items listed in 3 or all of the following areas: use the Scheduling Assistant, create and cancel or update recurring meetings, schedule meetings using a Zoom or Teams add-in, and tell someone how to set delegate access (without Googling it).
• I currently use this program to manage my calendar and/or someone elses, and I regularly do some or all of the following: add appointments, send meeting invitations, open and work in a shared calendar, format text, include hyperlinks and images, and add attachments.
• I currently use another calendar program. List the program name in your task/activity description.
• I have used this program before but dont use it regularly.
• I have not used this program.

05

Rate your experience level using Microsoft Word.

• I currently use this program and regularly do the items listed in 3 or all of the following areas: perform a mail merge, format and correct images, use Themes and Styles, compare documents, add footnotes, create a table of contents, embed video, cross-reference, use Smart Art, and create forms in Developer.
• I currently use this program to create and edit documents, and I regularly do some or all of the following: change font and font size, format text in columns, adjust page size and margins, track changes, find and replace, insert images, add tables, insert page numbers and watermarks, insert hyperlinks, add headers/footers, and save documents as pdfs.
• I currently use another word processing program. List the program name in your task/activity description.
• I have used this program before but dont use it regularly.
• I have not used this program.

06

Rate your experience level using Microsoft Excel.

• I currently use this program and regularly do the items listed in 3, plus some or all of the following: create pivot tables, use math and/or logic formulas, link data between tabs, add comments, validate data, and convert data to charts.
• I currently use this program to create spreadsheets, and I regularly do some or all of the following in Excel: format text, size, create tabs, add/delete rows and columns, auto sum numbers, format text in columns, set page breaks, sort data, copy and special paste, format as table, copy data into Word (or similar), and create simple formulas.
• I currently use another spreadsheet program. List the program name in your task/activity description.
• I have used this program before but dont use it regularly.
• I have not used this program.

07

Rate your experience level using Microsoft PowerPoint.

• I currently use this program and regularly do the items listed in 3, plus some or all of the following: embed video, add transitions, insert comments, and add/record sound.
• I currently use this program to create and edit presentations, and I regularly do some or all of the following: format text, insert images, use layout templates, enter notes, add animations, operate in Slide Show mode, and save documents as pdfs.
• I currently use another slide/presentation program. List the program name in your task/activity description.
• I have used this program before but dont use it regularly.
• I have not used this program.

08

Rate your experience level using Adobe Pro/Pro DC.

• I currently use this program and regularly do the items listed in 3, plus some or all of the following: add comments, add headers/footers, combine files, add images, design and prepare pdf forms, add stamps, and redact text.
• I currently use this program and regularly do some or all of the following: edit text in the pdf, rearrange pages, add and delete pages, convert pdfs to Word, highlight text, and add signatures.
• I currently use another pdf program. List the program name in your task/activity description.
• I have used this program before but dont use it regularly.
• I have not used this program.

09

Rate your experience level using Zoom.

• I currently use this program and regularly do the items listed in 3, plus some or all of the following: record meetings, add translation/interpretation, use a waiting room, save a meeting transcript, schedule and host a webinar, use in-meeting polling, and use the whiteboard.
• I currently use this program and regularly do some or all of the following: schedule meetings in advance, share Zoom links, change my background, create breakout rooms, share screen, use Zoom chat, and establish a cohost.
• I currently use another video meeting platform. List the program name in your task/activity description.
• I have used this program before but dont use it regularly.
• I have not used this program.

10

Rate your experience level using Microsoft Teams.

• I currently use this program and regularly do the items listed in 3, plus some or all of the following: create a chat with one or more coworkers, share files in a chat, add or delete files in a channel, host a video call with internal and external participants, record video calls, use live captions in a video call, and use the whiteboard in a video call.
• I currently use this program and regularly do some or all of the following: participate in a chat, make a video/audio call to an internal coworker, host a video call with internal coworkers, change my video call background, create breakout rooms in a video call, share your screen in a video call, and use the chat function in a video call.
• I currently use another video meeting platform. List the program name in your task/activity description.
• I have used this program before but dont use it regularly.
• I have not used this program.

11

Describe your experience supporting in-person, virtual and hybrid public meetings, including taking meeting minutes/meeting notes and then transcribing them into a summary?

12

Describe your experience in managing and organizing multiple complex administrative tasks in a fast-paced environment. What are the techniques you use to organize and prioritize your work?

13

Tell us why you have chosen administration as your field of work? What do you think are the top 3 qualities an administrative assistant should have and why? Of those three, which one is your strongest?

Required Question

Employer Oregon Metro

Address 600 NE Grand Ave

Portland, Oregon, 97232

Phone 503-797-1570

Website http://www.oregonmetro.gov