Deputy Council Clerk

City of Portland | Portland, OR

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Posted Date 1/23/2023
Description
The City Auditor’s Office is seeking a Deputy Council Clerk who reports to the Council Clerk and will assist in leading the work of a highly collaborative team. Under minimal supervision, the Deputy Council Clerk is responsible for the administrative program supporting the official business of City Council. Other responsibilities of the Deputy Council Clerk include:

  • Prepare the official City Council agenda; ensure all Council documents comply with applicable federal, state, and City laws, regulations, policies, and procedures prior to City Council consideration and vote; ensure Council actions and Council decisions are recorded and disseminated in accordance with legal requirements;
  • Serve as the Acting Council Clerk to administer City Council meetings in accordance with rules and laws; ensure full execution of the agenda and administer logistics, including managing virtual testifiers, recording meetings, noting council actions, operating timer for speakers, controlling microphones and displays, setting up presentations, and assisting staff and the public during the meeting; partner with technology staff, meeting broadcaster, facilities staff, and security personnel to troubleshoot problems.
  • Advise members of City Council and their staff and Bureau/Office staff on City Council processes, procedures, and requirements; research and develop recommendations regarding sensitive issues and items for City Council meetings.
  • Establish and maintain effective working relationships and provide consistent, dependable, and professional support to the Council Clerk, coworkers, members of City Council and their staff, Bureau/Office staff, community organizations, other government officials, and media representatives in an often politically sensitive environment;
  • Develop and lead trainings on City Council processes, procedures and requirements for new commissioners, bureau managers, supervisors, and employees.
  • Take on complex and routine administrative tasks and projects with a customer-service centered approach and with an eye toward process improvement and efficiency; proofread documents for accuracy, completeness, and compliance with applicable federal, state, and City laws, regulations, policies, and procedures; respond to requests for City Council information and related public records.
  • Exercise discernment and diplomacy in dealing with confidential issues; navigate sensitive political environments while juggling multiple overlapping priorities and fast-paced tasks;
  • Support the mission, objectives, and service expectations of the Auditor’s Office; contribute to an equitable workplace that demonstrates an environment respectful of living and working in a multicultural society.
Successful candidates will demonstrate a public service-centered approach to their work, and they will be detail-oriented, curious and eager to learn new things. Successful candidates will demonstrate a record of reliable and comprehensive administrative support in council operations and complex meeting management, excellent organizational and customer service skills, an ability to adapt to a variety of assignments, and a commitment to racial equity. 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 five (5) 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. Ability to communicate and interact with internal and external customers in a professional and courteous manner, both orally and in writing; prepare clear, concise, and comprehensive reports, correspondence, and other documents.
  2. Ability to handle stress while under pressure, including communicating effectively with elected officials, political staff and the public while working in the spotlight.
  3. Ability to set priorities, exercise sound judgment, and handle shifting and competing work demands in a high-profile position.
  4. Demonstrated attention to detail and experience identifying and correcting errors in official documents.
  5. Ability to establish and maintain effective working relationships and provide consistent, dependable, and professional support to supervisor, coworkers, elected officials, and city staff.
  6. Ability to analyze, interpret, explain, and apply relevant state laws, City Code and Charter provisions, administrative rules, and policies.

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 (including remote meetings) for a government agency;
  • Knowledge of City Council operations, organization, and work processes; maintenance of official records.
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 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)
  • Application period: Jan. 23-Feb. 12, 2023
  • Applications reviewed: Feb. 13, 2023
  • First interviews: Feb. 21-24, 2023
  • Second interviews: Mar. 2-6, 2023
  • Job offer: Mar. 8, 2023
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.

Vaccination requirement: You must be fully vaccinated for COVID-19 per City/State mandate or have an approved exception by date of hire.

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/
Listing Type
Jobs
Categories
Clerical/Administrative | Government/Public Agency
Position Type
Full Time
Employer Type
Direct Employer
Salary
$59,072.00 - $109,512.00 Annually
Salary Type
/yr.

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