Executive Assistant to the City Auditor

  • Portland City Auditor
  • Portland, OR, USA
  • 183 views
Full Time Government

Job Description

Opens:            3/29/2021

Closes:             4/16/2021

Salary Range:  $55,370 – $102,648

The City Auditor’s Office is seeking a detail-oriented, independent, and 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 51 employees who work in five divisions. The Executive Assistant provides broad administrative support to the Auditor, Chief Deputy Auditor, and General Counsel, including:

  • Preparing drafts of correspondence, reports, and presentations;
  • Editing written documents for grammar, style, and clarity;
  • Scheduling appointments and meetings;
  • Communicating with elected officials, staff members, and the community; and,
  • Managing administrative processes for high-priority job recruitment, procurement, and finance tasks.

We are looking for an experienced and adaptable executive, administrative, or management assistant who is comfortable working with elected officials, staff, and community members. The best candidates can demonstrate high quality work, initiative, and problem-solving with minimal supervision.  

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.

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 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.
  3. Ability to use general office software, including Outlook, Word, and Excel, and learn City-specific technology.
  4. Ability to organize, set priorities and exercise sound judgment.
  5. 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.

  • Advanced experience with Microsoft Suite, including creating professional presentations in PowerPoint.
  • Experience with requirements for public records and/or government 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.

Recruitment Timeline (subject to change)

  • Posting: 3/29-4/16
  • Applications Reviewed: Week of 4/19
  • First interview: Week of 4/26
  • Second interview: Week of 5/10
  • Job Offer: Mid-May

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/

 

Occupations

Administrative Support, Executive Assistant