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

Full 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, excellent service for every San Diegan".

As one of the region’s largest employers, the City of San Diego employs nearly 13,000 highly dedicated employees and has a combined Fiscal Year 2025 operating and capital budget of approximately $5.65 billion. Additional information about the City of San Diego can be found on the City’s website.

Benefits

The City offers a robust benefits package that includes:

• Defined retirement plan, including pension reciprocity, dependent on an employee’s eligibility status (new hire, rehire, etc.).
• A wide variety of cafeteria-style health and wellness plans or in-lieu cash waiver.
• 11 paid City holidays per calendar year and 1 floating holiday per fiscal year.
• Approximately 176 hours of paid annual leave for an employee’s first 15 years of service, and approximately 216 hours for 16+ years of service.
• Up to 24 hours of paid discretionary leave per fiscal year.
• Up to 320 hours of paid Parental Leave per childbirth or placement of a child.
• Up to 40 hours of paid Bereavement Leave per fiscal year.
• Tuition reimbursement up to $2,000 per fiscal year, and complimentary LinkedIn Learning professional development opportunities.
• Free transit pass (including MTS Trolley, MTS Bus, and all Rapid and Rapid Express bus services).
• Access to premier City golf courses at a discounted rate.
• Reduced-rate fitness center memberships.
• City-paid life insurance.

For additional details, please review the Benefits Summary for Unclassified Employees (Download PDF reader) or contact the Benefits Division of the Risk Management Department at (619) 236-5924.

Pre-Employment Requirements and Screening ProcessEmployment offers are conditional, pending the results of all screening processes applicable to the position.

All the processes required by the City of San Diego must be successfully completed before employment begins.

Please refer to the City’s pre-employment requirements and screening process webpage for additional information.

Nothing in this job posting constitutes or should be construed as part of an express or implied contract for employment with the City of San Diego.

Resumes will be screened according to the qualifications outlined above and the most qualified candidates will be invited to interview.

The City of San Diego has an active Equal Opportunity/ADA Program for employment and vigorously supports diversity in the workplace.

Click Here to Apply: https://jobs.sandiego.gov/job-invite/602/