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Council Committee Clerk

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Council Committee Clerk

Salary

$96,605.00 - $118,768.00 Annually

Location

1221 SW 4th Ave, OR

Job Type

Regular

Job Number

2025-00491

Bureau

Office of the City Auditor

Opening Date

05/02/2025

Closing Date

5/19/2025 11:59 PM Pacific

Max Number of Applicants

75

+ Description

+ Benefits

+ Questions

The Position

The City Auditor’s Office is hiring one to two Council Committee Clerks to facilitate City Council committee meetings and oversee associated administrative processes such as agenda preparation, records management, and customer support.

We are seeking a detail-oriented and civic-minded professional who takes pride in supporting transparent and accessible government. The ideal candidate will haves strong organizational and communication skills, a commitment to accuracy, and the ability to independently manage the logistics and documentation of public meetings with professionalism and integrity. They will be comfortable advising elected officials, staff, and the public on the City’s legislative procedures, and will demonstrate sound judgment and a commitment to public service.

Council Committee Clerks will be responsible for supporting the business of City Council committees which will include clerking committee meetings, supporting committee processes by preparing official agendas, ensuring compliance of Council and committee documents with legal requirements, documenting meeting actions, and coordinating with meeting support teams across multiple bureaus to ensure public meeting requirements are met. They will provide guidance and training to City Councilors, staff, and bureau and office employees on legislative procedures.

The City of Portland’s elected Auditor is independent from City Council, the Mayor, and the City’s leadership team. The Auditor’s Office exists to serve the public interest and ensures open and accountable government by providing impartial reviews and investigations, access to public information, and services to City government and the public. It employs nearly 50 people across seven divisions. Council Committee Clerks will be part of a highly collaborative clerk team and will report to the Deputy Council Clerk.

Successful candidates will be detail-oriented and organized professionals with excellent communication skills, sound judgment, and a strong customer service mindset. They will have the ability to explain complex procedures clearly, remain composed in high- stakes or fast-paced settings, and navigate sensitive political or public environments with tact. Ideal candidates will have experience managing public meeting processes, a commitment to accuracy and transparency, and a demonstrated ability to work independently while collaborating effectively.

Responsibilities of Council Committee Clerks include:

+ Leading preparation of official Council committee agendas and ensuring agendas are published in accordance with legal requirements.

+ Ensuring Council committee documents, including reports, ordinances, resolutions, and hearings comply with applicable federal, state, and City laws, regulations, policies, and procedures prior to Council committee meetings.

+ During Council committee meetings, ensure full execution of the agenda and administer logistics, announce roll calls, coordinate virtual and in person testifiers, record meetings, document Council committee actions, including votes and motions, operate timer for speakers, control microphones and displays and complete post-meeting documentation work.

+ Assigning ordinance and resolution numbers, recording disposition, preparing accurate 'as amended' documents in accordance with motions, preparing disposition agenda and final document files for archival processing.

+ Providing guidance and assistance to City staff to ensure compliance with established requirements for official documents; support responses to requests for City Council information and public records related to City Council and Council committees.

+ Developing, coordinating, and delivering training classes on City Council and Council committee processes, procedures and requirements for new Councilors, bureau managers, supervisors, and employees; develop and maintain process guides and operating procedures.

+ Partnering with Council committee meeting support teams including facilities, security, the broadcaster, technology services, council attorneys, and policy analysts to ensure public meetings are accessible and to troubleshoot issues that arise.

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:

Education/Training: Coursework from an accredited college or university in business administration, public administration, or a related field.

AND

Experience: Two(2) years of relevant experience doing administrative or clerical work with a high level of independence and discretion.

Preferred qualifications:

Education: Bachelor’s degree from an accredited college or university with major course work in business administration, public administration, or a field related to the organizational unit, or professional certification in a field related to the unit, (e.g., Certified Municipal Clerk (CMC) certification)

Experience: Experience clerking or facilitating public meetings and/or managing associated processes such as meeting noticing, agenda development, document (e.g. ordinance) review, document archiving, etc.

TO APPLY:

Submit two documents:

+ A 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.

+ Supplemental Questions

Please prepare responses to the following questions (suggested word count of 150 words per question or fewer). Wherever possible, connect items in your resume and provide examples to demonstrate how you meet the qualifications for the position.

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 experience managing complex or detail-heavy workflows where accuracy and compliance with established procedures were essential. Include any experience reviewing and preparing official documents, records, or other materials that required a high level of attention to detail and accuracy.

Question 3: If applicable, describe your experience clerking or facilitating public meetings and/or managing associated processes such as meeting noticing, agenda development, document (e.g. ordinance) review, document archiving, etc.

Question4: 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 responses 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 should not exceed a total of five pages. Please do not include materials not requested.

Recruitment Timeline (subject to change)

Application period: May 5 – May 19, 2025

Applications reviewed: May 20–30, 2025

First interviews: June 2–13, 2025

Second interviews: June 16-18, 2025

Job offer: June23, 2025

Additional Information

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 (https://www.portlandoregon.gov/bhr/60196)

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 [email protected].

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 [email protected].

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

A Career with the City of Portland offers many Employee Benefits

We offer a comprehensive benefits package, including but not limited to

+ Health Care (Medical, Vision and Dental)

+ Carrot Fertility

+ Wellness Benefits

+ Life Insurance

+ Long-term disability coverage to eligible employees and their families.

+ Employee Assistance Plan

+ Flexible Spending Accounts

+ Retirement

+ Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer

+ Family Medical Leave

+ City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .

01

Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.

The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.

Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.

Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.

Have you read and understood all the information listed above?

+ Yes

+ No - If you have any questions, please contact the recruiter on the announcement.

02

Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)

03

The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process)

+ My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.

+ You may release my application; I am waiving confidentiality.

04

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

05

Describe your experience managing complex or detail-heavy workflows where accuracy and compliance with established procedures were essential. Include any experience reviewing and preparing official documents, records, or other materials that required a high level of attention to detail and accuracy.

06

If applicable, describe your experience clerking or facilitating public meetings and/or managing associated processes such as meeting noticing, agenda development, document (e.g. ordinance) review, document archiving, etc.

07

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.

Required Question

Employer

City of Portland

Address

1120 SW 5th Ave, Room 987 Portland, Oregon, 97204

Website

http://www.portlandoregon.gov/jobs

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