Hearings Clerk

The Position

The City Auditor’s Office is seeking a Hearings Clerk to serve in the quasi-judicial Hearings Office. The person selected for this role is responsible for providing highly detailed and time-sensitive administrative support to the Hearings Officers on code, appeal, tow, and land use hearings. Duties include reviewing initial violation files for completeness or errors, scheduling hearings, maintaining multiple deadlines and timeframes and contacting appropriate City personnel for various matters. Additional duties include explaining complex rules, regulations, policies and procedures to community members. The Hearings Clerk must have strong editing skills and attention to detail. The person in this position must be able to thrive in a small office environment and carry out individual hearing responsibilities with initiative and creativity while exercising sound judgment and problem-solving skills.
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 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 over 50 people across six divisions.

The Hearings Office conducts impartial administrative hearings and renders decisions in disputed legal matters. The Hearings Clerk position reports directly to the Chief Hearings Officer. The Hearings Clerk works both independently and collaboratively in a team environment with another Hearings Clerk and multiple Hearings Officers. This is a public facing role that works with the public and City stakeholders to provide navigation support through the hearing process from intake to final decision.

The Hearings Office Clerk:

1. Provides complex secretarial and administrative support work for the Hearings Office, a quasi-judicial body; schedules and attends meetings or hearings; prepares agendas and all necessary supporting material; takes notes and prepares a final record of proceedings in the form of summary minutes.

2. Within the delegated scope of authority, employees routinely make decisions and determinations on behalf of the agency based on knowledge of applicable rules and regulations, and by applying general guidelines and instructions to specific problems and situations.

3. Maintains familiarity with the current status of business coming before the agency.

4. Receives inquiries by telephone, email and in person; responds to inquiries of a general or specific nature; provides information, schedules appointments, and handles routine matters personally, and refers other questions to appropriate authority; recognizes and explains to adversaries in interest the need to avoid ex-parte contact in the quasi-judicial process.

5. Develops and prepares a variety of reports, ordinances, press releases, correspondence, mailing lists and other documents.

6. Compiles and maintains case files; personnel, financial, statistical, inventory, and other important records; develops office forms and procedures; plans and coordinates office operations.

7. Arranges and schedules special meetings and events, such as field trips, annual retreats and multi-jurisdictional meetings, including coordination of accommodations, and transportation.

8. Maintains frequent contacts for official or commission with public and private executives, officials, and the news media where inaccurate or improper dissemination of information may have legal ramifications or seriously disrupt the agency's activities.

Successful candidates will have:

• Ability or experience to maintain the confidential integrity of restricted material and information.
• Experience making independent judgments and decisions while working with minimal supervision.
• Experience interpreting and applying complex rules, regulations, policies and procedures to a variety of situations.
• Experience managing time and work under pressure to meet deadlines.
• Experience using effective oral and written communication, including exercising courtesy, discretion and tact to minimize sometimes difficult public contact.
• Establish and maintain effective working relationships with public and private officials, other employees, and the general public; perform basic math computations.
• Skill or experience typing; operating a variety of office related equipment; utilizing word processing software and program-specific software.
• Knowledge of or general familiarity with the hearings process and legal processes associated with them.

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 : High school diploma or GED;
AND
Experience : Three (3) years of related experience (e.g. court clerk, administrative support, secretarial work, executive assistance, etc.).

Must be able to work half-time remotely from either Oregon or Washington including the maintaining of a home office space with adequate internet connection and service. Must also be able to work half-time in person in downtown Portland, Oregon or at alternative work site as determined by the Chief Hearings Officer.

TO APPLY:

Submit two documents:

(1) 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.

(2) Responses to 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 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 for which you have relevant skills or experience. When uploading this document to your online application, select “other” document.

Question 1: Describe the attributes of a “good hearings clerk.” Which one is your greatest strength, and which one presents your greatest opportunity for growth?

Question 2: What is a strategy you have used to diffuse elevated or dissatisfied encounters telephonically?

Question 3: You processed a case decision for distribution, it has already been mailed out to the parties, and you realized you made a mistake. What do you do? (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 4: Tell us about your ability to cultivate effective working relationships with different stakeholders, including managers, team members, and colleagues from different departments (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 5: Tell us about your experience: as a member of a historically underrepresented group participating in government decision-making; ensuring equitable operations or program outcomes; making workplaces and/or public spaces more inclusive; or exposure to racial inequities and actions you took to help resolve them. 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. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 6 (Optional): If you meet the preferred qualification below, please briefly describe how. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

• Experience within the field of law such as working with attorneys, paralegals, courts, or administrative hearings offices.

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: April 22, 2024 through May 6, 2024
Applications reviewed: May 7, 2024 through May 19, 2024
First interviews: May 29, 2024
Second interviews: June 5, 2024
Job offer: June 10, 2024
Anticipated start date: July 1, 2024 (or later, if desired)

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

Civil Service: This position is a regular, full-time position represented by the American Federation of State, County and Municipal Employees (AFSCME) Local 189 and classified as a Fair Labor Standards Act (FLSA) NON-EXEMPT. 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 the “1900 Building” located at, 1900 SW 4th Ave. The Auditor’s Office is currently operating in a hybrid schedule, with employees working at least 50% of their 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 Arianna Gazca at Arianna.Gazca@portlandoregon.gov .

Technical assistance: If you have questions about how to apply or require any assistance in submitting your application, please contact Administrative Specialist Arianna Gazca at Arianna.Gazca@portlandoregon.gov .

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
• Short- and Long-term disability coverage to eligible employees and their families.
• Employee Assistance Plan
• Flexible Spending Accounts
• Retirement
• Oregon Public Employees Retirement System (PERS), includingcontributions 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 .

Closing Date/Time: 5/6/2024 11:59 PM Pacific

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