Operations Management Administrative Specialist

City Auditor’s Office Job Announcement

Operations Management Administrative Specialist (Auditor – Administrative Specialist II)

Opens:            3/13/2023

Closes:             3/26/2023 (11:59PM)

Salary Range:  $50,170 - $93,018

The City Auditor’s Office is seeking a detail-oriented, versatile public servant with excellent organizational, administrative, and customer service skills to contribute to the varied and specialized functions in the Operations Management division.

Operations Management includes Council Clerk responsibilities, contract reviews, budget development, accounting, timekeeping, procurement, human resources, and other administrative services. The City Elections, Lobbyist, and Political Consultant programs also operate within the Division. The division serves under the elected City Auditor, who is independent of the Mayor and City Commissioners.

Examples of this position’s primary duties may include, but are not limited to, the following:

·         Support the mission, objectives, and service expectations of the Auditor’s Office;

·         Review approvals and process various forms and documents, which may include purchase requisitions, reimbursement requests, payments, work orders, contract documents, invoices, personnel-related reports/records, job postings, and travel and expenditure requests/authorizations;

·         Monitor schedules and deadlines for document processing, route documents, and reconcile statements;

·         Provide customer support by responding to internal and external inquiries, route specific requests to appropriate resource, and receive and deliver messages;

·         Provide support for telecommunications, facility requests, ergonomics, and Americans with Disabilities Act (ADA) accommodations;

·         Monitor and maintains supplies and materials for the office, monitor equipment maintenance needs, and track orders.

We are looking for a well-rounded administrative specialist with strong attention to detail, the ability to work in multiple functional areas with competing deadlines, and who excels in a team environment. Successful candidates will demonstrate a record of reliable and comprehensive administrative support in business operations, good organizational skills, and a record of exceptional customer service.  

To Qualify

Candidates must have at a minimum any combination of education and experience that is equivalent to a high school diploma or General Education Development certificate and three years of comparable and progressively responsible administrative experience.

Three documents are required for a complete application: 1) a resume 2) a cover letter and 3) a brief writing exercise. Omitting any of these documents will disqualify potential applicants from consideration.

1)  Resume

List professional and relevant volunteer experience; education and training; and the time periods for each. If you speak more than one language or have specialized skills, please list them.

2)  Cover Letter

Describe how you meet the following minimum qualifications, which are required to be successful in this position. Where possible, connect items in your resume to demonstrate how you meet these qualifications. It is advised that you use the numbered list below to ensure you respond to each item. Skipping any of the items will disqualify your application from further consideration, so please complete your cover letter with care.

Knowledge, Skills, and Abilities

1.      Advanced office skills, including typing, scheduling, proof-reading, note-taking, filing, logistics support, timekeeping, and related skills using computers and other office equipment;

2.      Ability to learn City and Auditor’s Office organization, rules, policies, and procedures, including payroll, accounts payable, human resources policies, labor contract provisions, and those specific to the assigned organizational unit.

3.      Ability to maintain highly sensitive and confidential information, while exercising a high degree of tact, discretion, and diplomacy in sensitive situations; ability to prepare and maintain accurate, concise, and confidential records.

4.      Ability to organize, set priorities, and exercise sound judgment.

5.      Ability to communicate and interact with internal and external customers in a professional and courteous manner, both verbally and in writing.

If you meet these preferred qualifications, please briefly describe how in your cover letter.

·         Course work in public administration, business administration or a field related to operations management, or specialized certification or training.

·         Experience working for a public agency.

·         Experience with payroll/timekeeping systems and/or procurement processes.

·         Experience or familiarity with SAP or TRIM (or HPRM) software.

3) Writing Exercise

In addition to the cover letter and resume, please submit an essay describing 1) your experiences or participation with any of the following, and 2) what you learned from them:

·         exposure to racial inequities and actions you took to help resolve them;

·         steps taken to make workplaces and/or public spaces inclusive;

·         experiences as a member of a historically underrepresented group in government decision-making;

·         experiences living, working with, and/or interacting with individuals from diverse backgrounds and identities;

·         experiences ensuring equitable and inclusive workplace operations and/or program outcomes.

If your experiences are different from those listed and you have a commitment to diversity, equity, and inclusion, please explain how you will manifest that commitment in this position.

Applicants Must Also Possess:

·         Must be fully vaccinated for COVID-10 per City/State mandate or have an approved exception by date of hire.

The Recruitment Process

Applicants must submit their resume, cover letter, and writing exercise through the City of Portland's online application system no later than 11:59 p.m. on the closing date. Emailed, mailed, or faxed applications will not be accepted. Your application materials should not exceed a total of five pages. Please do not include materials not requested.

Recruitment Timeline (subject to change)

·         Posting:  3/13/23 – 3/26/23

·         Applications Reviewed: 3/27/23 – 3/29/23

·         First interview: 3/30/23 - 4/05/23

·         Second interview: 4/07/23 – 4/12/23

·         Job Offer:  4/13/23 – 4/14/23

·         Start Date: Week of 4/17/23 or soon thereafter

ADDITIONAL INFORMATION:

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 qualifications 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 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).

Employee benefits: The City of Portland is committed to offering medical, dental, vision, basic life, and long-term disability coverage that provides quality care, support and value to eligible employees and their family members. Additional benefits such as flexible spending accounts, supplemental life insurance and employee assistance program coverage are available to ensure employees have the appropriate tools to safeguard themselves and their family. The City of Portland participates in PERS, the Oregon Public Employee Retirement System.  Find more information on the City of Portland's benefits here: Benefits Information | The City of Portland, Oregon.

Civil Service:  This position is in the Classified Service and subject to Civil Service provisions. It also is subject to the Human Resources Administrative Rules for the Auditor’s Office, City Charter, and Code.

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

Veteran’s preference: If you are requesting Veteran's Preference, attach a copy of your DD214 and/or Veteran's Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veteran's Preference AND include a copy of your documentation for each recruitment you apply for. Veteran's Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.

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.

Disability, 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, contact Administrative Specialist Andrew Bryans at Andrew.Bryans@portlandoregon.gov.

Technical assistance: If you have questions about how to apply or require any assistance in submitting your application, please contact Administrative Specialist Andrew Bryans during regular business hours at Andrew.Bryans@portlandoregon.gov.

For more information about the Auditor’s Office: https://www.portlandoregon.gov/auditor/