Operations Assistant - Office of the City Auditor - 602 (Unclassified)

Job Description

*Please Note: Current City employees must apply through SuccessFactors*
The Position
The Office of the City Auditor (OCA) is seeking a versatile and detail-oriented Operations Assistant to join a team that serves as our department's operational backbone. This dynamic role combines office administration, communications, and graphic design to support our efforts to deliver high-quality audit and investigative work. The ideal candidate is an adaptable professional who thrives in a collaborative environment and can seamlessly transition between administrative tasks, communications projects, and creative design work.
The Operations Assistant will report to the Operations Manager, the Assistant City Auditor, and the City Auditor. OCA is staffed by a total of 24 full-time employees, but the Operations Assistant will not supervise any staff. The Operations Assistant will work in a hybrid environment and is expected to report to the office at least once weekly and as needed.
Key Areas of Responsibility
Administrative Operations (50-75% of time)
Executive & Administrative Support
Provide executive-level administrative support to department leadership
Manage complex calendars, schedule meetings, and coordinate logistics for internal and external stakeholders
Prepare correspondence, including formal email and memoranda
Prepare and deliver printed materials for Audit Committee meetings
Serve as primary point of contact for routine inquiries and requests
Financial & Personnel Administration
Process and manage departmental payroll with accuracy and confidentiality
Coordinate purchasing activities and manage vendor relationships
Assist with personnel functions including onboarding, offboarding, recordkeeping, and training
Support budget functions by tracking and reconciling departmental expenditures
Liaisewith external partners as needed to accomplish tasks
Office Management & Support
Maintain filing systems (physical and digital) and ensure document retention compliance
Maintain supplies and coordinate workspace, equipment, and facilities maintenance
Make travel arrangements for staff when necessary and process related forms
Serve as liaison for organization-wide programs, initiatives, and administrative systems
Provide general operational support to audit staff as needed
Communications & Graphic Design (25-50% of time)
Visual Communications & Design
Design and maintain professional layouts for all formal communication materials and written products, including audit reports, investigative reports, executive summaries, memoranda, presentations, and other informational documents
Create compelling visuals to facilitate the communication of audit and investigative findings and recommendations to various stakeholders, including decisionmakers and the public
Develop visual content for social media platforms to promote departmental products and initiatives
Maintain consistent branding and visual identity across all departmental materials
Editorial & Public Information
Support copyediting of reports, presentations, and communications materials for clarity, accuracy, and consistency
Assist with preparation of public-facing documents and information requests
Support public information activities as needed
Help maintain departmental website content and digital presence, including social media

Other tasks and special projects within administrative and communications areas, as assigned.
Minimum Qualifications
Bachelor's degree in public administration, business administration, communications, graphic design, or related field or equivalent. combination of education and experience.
At least two years of relevant professional experience.
Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, OneNote, etc.).
Strong written and verbal communication skills with exceptional attention to detail.
Ability to communicate complex information clearly to various partners and stakeholders, including elected officials, management, and the public.
Strong analytical, problem-solving, and critical thinking skills.
Excellent organizational skills and ability to manage multiple competing priorities.
Professional demeanor and strong interpersonal skills.
Sound judgment, discretion, and the ability to maintain confidentiality and handle sensitive information appropriately.
Ability to work both independently and as part of a teamin a deadline-driven environment.
Self-starter with a strong work ethic who takes initiative to complete tasks proactively.
Desired Qualifications
Experience with SAP and various modules within the enterprise resource planning system, including finance, logistics, human capital management, organizational management, payroll, Ariba, etc.
Experience with Bank of America Works software.
Experience with Adobe Creative Suite, particularly InDesign and Illustrator.
Experience in government, public sector, or audit/investigation environment.
Background in office administration, executive support, or similar operational roles.
Familiarity with graphic design principles and visual communications best practices.
Familiarity with payroll, procurement, and HR functions.
Knowledge of social media management and digital communications.
Competencies
Adaptability: Comfortable shifting between diverse tasks and wearing multiple hats
Detail Orientation: Meticulous approach to accuracy in both administrative and creative work
Communication: Clear, professional communicator in written, verbal, and visual formats
Problem-Solving: Resourceful and proactive in addressing operational challenges
Time Management: Effective prioritization and deadline management skills
Design Sensibility: Eye for visual composition, layout, and professional presentation
Discretion: Sound judgment regarding confidential and sensitive information
Service Orientation: Commitment to supporting team success and departmental mission
Any combination of education and experience that demonstrates these qualifications may be qualifying. A typical way to qualify would be possession of a bachelor's degree in public administration, business administration, communications, graphic design, or other relevant field and at least two years of professional administrative experience.
The Department
The Office of the City Auditor is an independent office that reports to and is accountable to the Audit Committee and City Council. The City Auditor conducts performance audits of City departments, offices, and agencies in accordance with government auditing standards. These audits may assess internal controls over financial reporting and evaluate how well the City complies with applicable laws, rules, and regulations. Audits can also assess how efficiently and effectively the City uses resources and safeguards its assets. The Office of the City Auditor also investigates all material complaints related to fraud, waste, and abuse. For more information, please visit this link .
The City
With more than 1.4 million residents, the City of San Diego is the eighth largest city in the United States and the second largest in California. The City of San Diego's strong economy, diverse population, great educational institutions, unsurpassed quality of life, and world-renowned location make it the ideal place to work, live, and play. With its great weather, miles of sandy beaches, and major attractions, San Diego has something to offer for everyone.
The City's Mission, as stated in the Strategic Plan is "Every day we serve our communities to make San Diego not just a fine city, but a great City." The City's Vision is "Opportunity in every neighborhood, excell