Administrative Specialist II (Limited Duration)

City Auditor’s Office Job Announcement

Administrative Specialist II

Opens:                       12/18/2023

Closes:                       1/8/2024

Salary Range:               $84,739 - $104,198

The City Auditor’s Office is seeking a detail-oriented, versatile public servant to support the operations of the Council Clerk Office.

The position is part of the highly collaborative Council Clerk team and is supervised by the Deputy Council Clerk. The team administers City Council business, reviews, archives, and posts Council documents, prepares the official City Council Agenda, and manages City Council’s public meetings in accordance with City and State law. The office serves as the central repository for Portland Policy Documents and administrative rules; manages, monitors, and archives City contracts; and updates City Charter and Code to reflect Council decisions and voter-approved amendments. The office is preparing for the voter-approved changes to Portland City government, which include an expanded, 12-member City Council elected by District who will take office January 1, 2025.

While this position is listed as limited duration through December 2024, the Office is working to make this position permanent in the next budget cycle. This position is represented by AFSCME Local 189.

As the Administrative Specialist, you will:

Provide broad support to the Council Clerk team, including:

• A full range of administrative and customer service duties, including receive and assist visitors to the office, manage the main phone line and voicemail, and conduct research to respond to inquiries from city officials, staff and the public.
• Consistent, dependable, and professional assistance to the Council Clerk, Deputy Council Clerk, coworkers, elected officials, staff, community organizations, media representatives, and the public.
• Prepare, maintain and archive records using specialized systems in accordance with established guidelines and schedules, and assist in responding to public records requests.
• Update and maintain process and instructional materials, and support staff training.

Contribute to support for City Council meetings:

• Respond to questions and requests about meetings via email and phone and coordinate ADA/accommodation requests.
• Help community members register for public testimony and submit written testimony.
• Support Clerk communications and organization of materials for council meetings.
• Assist with hosting virtual and hybrid meetings via Zoom.

Successful candidates will demonstrate a public service-centered approach to their work with an eye for detail and a curiosity to learn new things. Successful candidates will be skilled communicators and have a record of support using sound judgement, tact and discretion dealing with sensitive situations. They will have excellent organizational and customer service skills, and an ability to adapt and apply a racial equity lens and center historically underserved communities for a variety of assignments. 

Essential knowledge, skills and abilities include:

• Skills in customer service, in particular serving upset or difficult to serve customers with respect, patience, and empathy.
• Demonstrated ability to work alongside staff in a positive, supportive, and reflective team environment.
• Ability to organize, set priorities and exercise sound judgment.
• Ability to be flexible and handle shifting and competing work demands.
• A commitment to government accountability and transparency.
• Expertise in creating clear, concise, and comprehensive reports, correspondence, forms, and other documents involving administrative and technical data and to communicate complex topics to non-technical audiences.
• Ability to communicate clearly, logically, and persuasively, both orally and in writing to a wide variety of audiences in a political environment.
• Ability to use general office software, including Excel, Outlook, Smartsheet, Word, and Zoom, and to learn City-specific technology.

The Auditor's Office values a diverse workforce and a culture of equity and inclusion in delivering public services and everyday interactions in the workplace. The Office encourages candidates with experience working with a broad range of individuals and diverse communities to apply.

To Qualify

Candidates must have at a minimum any combination of education and experience equivalent to the following:

• A high school diploma or General Education Development certificate; and
• Three years of comparable and progressively responsible administrative experience.

Preferred Qualifications

Course work in public administration, political science, or business administration.

Experience working for a local government and within the parameters of Oregon public records, meetings, or procurement processes.

To apply:

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. Wherever possible, connect items in your resume and provide examples 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. Your application materials (resume and supplemental questions) should not exceed a total of four pages.

Question 1: Describe your experience communicating and interacting with internal and external customers in a professional and courteous manner, both orally and in writing.

Question 2: Describe your proficiency and experience managing competing tasks, setting priorities, and exercising sound judgment.

Question 3: Describe your experience establishing and maintaining effective working relationships and provide consistent, dependable, and professional support to your supervisor, coworkers, organization leadership, and staff.

Question 4:  Tell us about your ability to prepare clear, accurate and concise records and reports and review documents for errors with high attention to detail.

Question 5: 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 answers to 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 (resume and answers supplemental questions) should not exceed a total of four pages. Please do not include materials not requested.

Recruitment Timeline (subject to change)

• Application period: December 18, 2023-January 8, 2024
• Applications reviewed: Week of January 8
• First interviews: Week of January 15
• Second interviews: Week of January 22
• Job offer: week of January 29

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.

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/