Executive Assistant to the City Auditor

City Auditor’s Office Job Announcement

Executive Assistant to the City Auditor (Auditor – Administrative Specialist III)

Opens:            08/07/2023

Closes:            08/28/2023

Salary Range:  $80,558.40 – $114,987.60

The City Auditor’s Office is seeking a detail-oriented, versatile public servant with excellent organizational and administrative skills to serve as the Executive Assistant to the elected City Auditor.

As the sixth elected official in the City of Portland, the Auditor is independent of City Council and accountable only to the public. The Auditor’s Office promotes open and accountable government by conducting performance audits and complaint investigations and providing access to public information. It employs nearly 40 employees who work in four divisions: Archives; Audit Services; Ombudsman, and Operations Management. The Executive Assistant provides broad administrative support to the Auditor, Chief Deputy Auditor, and General Counsel, including:

• Scheduling appointments, meetings, and time for review/preparation;
• Managing tasks and ensuring deadlines are met;
• Drafting correspondence, editing written documents, and managing multi-stakeholder editing processes;
• Managing the Auditor’s visitors for in-person meetings and taking meetings minutes;
• Organizing office space and maintaining supply of office materials;
• Communicating with City leaders, staff, and community members; and,
• Managing or participating in cross-division special projects.

We are looking for an experienced and adaptable executive, administrative, or management assistant who is comfortable working with executive leadership, frontline staff, and community members. The best candidates can demonstrate high quality work, initiative, sound judgment, and problem-solving with minimal supervision.  They should also be a skilled communicator and be able to use discretion while handling confidential or sensitive information.

To Qualify

Candidates must have any combination of education and experience that is equivalent to a high school diploma or General Education Development certificate and five years of related experience.

A resume and short answers to the following supplemental questions are required for a complete application. Omitting a resume or failing to complete the supplemental questions 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)  Supplemental Questions

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 supplemental questions with care.

Question 1: Describe your proficiency and experience scheduling, note-taking, and drafting correspondence (connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 2: Describe your proficiency and experience managing competing tasks, setting priorities, and exercising sound judgment (connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 3: Describe your proficiency and experience managing multi-stakeholder projects (connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 4: Tell us about your experience:

• As a member of a historically underrepresented group participating in government decision-making OR
• Ensuring equitable operations or program outcomes OR
• Making workplaces and/or public spaces more inclusive.

The Recruitment Process

Applicants must submit their resume and supplemental questions 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: 08/07/2023 – 08/28/2023
• Applications Reviewed: Week of 08/28
• First interview: Week of 09/04
• Second interview: Week of 09/11
• Job Offer: Week of 09/18

Additional Information

Auditor’s Office Mission: The mission of the Auditor’s Office is to promote open and accountable government by providing independent and impartial reviews, access to public information, and services for City government and the public.

Salary range/Pay equity:  Per the Oregon State Pay Equity Law, individual salaries are determined based on the experience and education listed in a candidate’s resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure an offer is reflective of all directly related and equivalent experience.

Language pay differential: Auditor’s Office employees who speak one or more languages in addition to English, may be eligible to receive additional compensation if they qualify and use their language skills to assist the community.

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.

Work location: The position is based in City Hall, 1221 SW 4th Ave. The Auditor’s Office is currently operating in a hybrid schedule of in-person and remote work, with employees expected to work half-time in-person.

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 (if applicable), 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 at Andrew.Bryans@portlandoregon.gov.

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