What are the responsibilities and job description for the Small Donor Elections Program Administrator (Administrative Specialist II - CPPW) position at City of Portland?
About the position
Job Appointment: Full Time, Regular
Work Schedule: Monday – Friday, 8 am-5 pm. An alternate schedule may be available. This is a salaried position with a busy season leading up to the election every other year during which working extra hours is required.
Work Location: Hybrid- Portland Building, Remote work must be performed within Oregon or Washington. For more information, click here.
Benefit: Please check our benefit tab for an overview of benefit for this position
Language Pay Premium Eligible: This position may be eligible for Language Pay Differential for qualifying employees.
Union Representation: This classification will be included in the City of Portland Professional Workers (CPPW) labor contract, which is being negotiated. When finalized, the labor agreement will be available here.
Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume. Do not include a cover letter.
Position Summary
Depending on the skill set of the candidate, this position will either be focused on program implementation or on enforcement and auditing. If the focus is enforcement and auditing, the position will include some program implementation functions as well. Each is described below.
Program Implementation:
Prepare for each election cycle:
- Prepare the program for each new election cycle by updating program materials and publications, and making improvements to each based on prior experience and guidance.
- Assist the Director in implementing all Portland Elections Commission recommendations, Code changes, Administrative Rule changes, program policy/practice changes, including updating all materials and providing notice to relevant parties.
- Conduct outreach to candidates and potential candidates, as well as organizations, political consultants, vendors, etc. who can send potential candidates our way or share with us any knowledge as to who may be running.
Election Cycle Implementation:
- Provide trainings and technical assistance (including confidentially, for those who wish to remain confidential) to potential candidates and related parties as well as to contributors and others who engage in electoral work.
- Sign up and set up candidates up for the program and reporting requirements.
- Process campaign finance contribution and expenditure transactions.
- Post public information.
- Manage casual staff who assist in processing transactions and in conducting the internal audit.
- Continually collect informal feedback volunteered by users and note program implantation experiences for Portland Elections Commission consideration. Note questions from campaigns to use to improve clarity and usefulness of program information and materials.
- Maintain confidentiality of candidates and organizations.
Post-Election Cycle:
- Archive materials from prior election cycles.
- Help find candidates to fill Portland Elections Commission vacancies and onboard new members.
- Assist the Director and Portland Elections Commission in analyzing program performance of each election cycle by assisting in user experience research, synthesizing campaign finance data, providing analysis of program implementation experiences to improve, and convening stakeholder meetings to gather feedback.
- Assist the Portland Elections Commission in writing their post election reports.
- Staff the Portland Elections Commission in their budgetary and policy advocacy work.
- Implement changes to Administrative Rules in alignment with Portland Elections Commission recommendations and Code amendments.
- Make – and gather from others – recommendations to improve program software, and help implement changes.
Enforcement and Auditing:
- Track campaign compliance throughout the election cycle.
- Notify campaigns of potential violations before the cure period ends, when practicable.
- Carry out program integrity measures.
- Determine candidate eligibility for certification.
- Issue matching payments.
- Collaborate with the Auditor’s office on complaints filed with them.
- Conduct investigations, as appropriate - with and without internal or outside counsel – in response to complaints and tips.
- Issue penalties and handle appeals processes, as needed.
- Conduct internal audit using auditor-approved process.
Virtual Zoom Meet & Greet Opportunity
Come meet the hiring manager and the senior recruiter! We'll be talking about the position duties and responsibilities, day to day life in the role, review the announcement, discuss how to apply, and answer questions you may have about the position.
Friday, January 31st, 2024
12:00pm Pacific Standard Time
Zoom Meeting Link: https://us06web.zoom.us/j/83690721875
Meeting ID: 836 9072 1875
Have a question?
Contact Information:
Tami Larison, Recruiter
Bureau of Human Resources
Tamara.Larison@portlandoregon.gov
The following minimum qualifications are required for this position:
- Knowledge and experience of campaigns, elections, OR campaign finance.
- Experience working and collaborating with community organizations.
- Experienced in performing meticulous, detail-oriented tasks while consistently applying an equity lens.
- Experience with enforcement or compliance, policy development or policy implementation.
- Ability to communicate verbally and in writing to a variety group of audiences.
- Ability to provide services to a variety of program users in a courteous manner.
STEP 1: Apply online between January 20, 2025 to February 9, 2025
Required Application Materials:
- Resume
- Answer to the Supplemental Questions (click on the Questions tab to preview the questions)
Optional Application Materials:
- If you would like to request Veteran's Preference, please submit your Veteran documents (ex, DD214-Member 4, VA Benefit Letter, etc) by the closing date of the recruitment.
Application Tips:
- Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
- Your résumé should support the details described in your responses to the supplemental questions.
- How We Determine Pay: The City of Portland is covered by the Oregon Equal Pay Act. Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all your relevant experience.
- Do not attach any additional documents.
- Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment.
- You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting. We encourage using AI to generate ideas and then tailor them to reflect your own experiences and skills.
- All applications must be submitted via the City's online application process.
- E-mailed and/or faxed applications will not be accepted.
Step 2: Minimum Qualification Evaluation: Week of February 10, 2025
- An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
- Your résumé and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
- You have 14 days from the notice of the minimum qualification evaluation results to let us know if you would like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 for complete information.
- Additional evaluation may be required prior to establishment of the eligible list and/or final selection.
- Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. (Update if a Ranked list or other type of list is used)
- Hiring bureau will review and select candidates for an interview
- First round interviews tentatively scheduled for February 13 & 14, 2025
- Potential second round tentatively scheduled for Week of February 17, 2025
Step 6: Start Date: TBD
- A start date will be determined after all conditions of employment have been met.
*Timeline is approximate and subject to change.
Click here for additional information regarding the following:
- City of Portland Core Values
- Recruitment Process - Work Status
- Equal Employment Opportunity
- Veteran Preference
- ADA, Pregnancy, and Religious Accommodations
Salary : $75,442 - $107,640
