Operations Management Administrative Specialist

$50,170 - $93,018 yearly
  • City of Portland Auditor's Office
  • Portland, OR, USA
  • Oct 14, 2020
Full time Admin-Clerical Government

Job Description

City Auditor’s Office Job Announcement

Operations Management Administrative Specialist (Auditor – Administrative Specialist II)

Opens:            10/12/2020

Closes:             10/26/2020

Salary Range:  $50,170 - $93,018

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

Operations Management provides support services for the Auditor’s Office, including timekeeping, communications, human resources, budgeting, procurement, and accounts payable. It also is responsible for City elections and is the Clerk to the City Council. The elected City Auditor 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;
  • Assist with preparation and disposition of Council agenda items;
  • Draft memoranda; proofread documents for accuracy, completeness and compliance with City Charter, Code and Policies;
  • Review City contracts for proper and complete documentation and required authorizations in the City’s enterprise software system;
  • Review proposed Code changes for the appropriate format and structure;
  • Communicate with and provide excellent customer service to elected officials, staff members, and the community;
  • Exercise independent judgment while juggling multiple overlapping priorities and fast-paced tasks;
  • Follow established protocols and guidelines for accounts payable, procurement, and Council Clerk processes;
  • Fill in for the Deputy Council Clerk to draft agendas and related documents and schedule and support virtual Council meetings.

Successful candidates will demonstrate a record of reliable and comprehensive administrative support in business operations and complex meeting management, excellent organizational and customer service skills, an ability to adapt to a variety of assignments, and cultural competence.  

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 communicate and interact with internal and external customers in a professional and courteous manner, both verbally and in writing.
  5. Ability to analyze, interpret, explain, and apply relevant laws, ordinances, administrative rules, and policies.
  6. Ability to be flexible and handle shifting and competing work demands.

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

  • Bachelor’s degree from an accredited college or university or specialized certification or training;
  • Experience facilitating public meetings for a government agency;
  • Experience working remotely using Zoom, Microsoft Teams, or other virtual meeting options;
  • Experience or familiarity with SAP or TRIM (or HPRM) software;
  • Experience with legal requirements for public records and meetings or procurement processes.

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.

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.

ADDITIONAL INFORMATION:

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/