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The City of Portland, Oregon

Office of Management & Finance

Bureau of Human Resources

Knowledgeable | Helpful | Responsive

Phone: 503-823-3572

Benefits Line: 503-823-6031

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

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Represented Short-Term Staffing Guide

The purpose of this matrix is to outline the appropriate processes for represented short-term staffing needs. See collective bargaining agreements for additional information regarding the represented processes. By leveraging a competitive processes existing staff and external applicants have the opportunity to seek opportunities to further their careers with the City of Portland. In an effort to be a destination employer and remain compliant with federal reporting requirements the Bureau of Human Resources is committed to ensuring equitable and competitive processes for all staffing needs. 

Temporary Process - Temporary assignments are utilized to fill short-term staffing needs for a maximum of 1 year. Temporary assignments differ from working out of class based on the volume of available talent - meaning there is more than one person who could successfully complete the short-term assignment . Temporary assignments may provide the opportunity for existing staff to leverage different  skills and as such equitable opportunity must be provided for all qualified staff to compete for the role. See HRAR 3.04 or the appropriate Collective Bargaining Agreement for further guidance on appropriate use. Work out of Class Process - Work out of class assignments are designed for employees completing  higher classification  work. Working out of class should be considered a short-term solution to assist with workload needs. Out of class assignments may be made to cover duties of employees who are on a leave of absence, to meet   critical business needs of a temporary nature and shall not exceed one year.  In addition, WOOC  differs from Temporary appointments due to the limited availability of talent and designation of higher classification work. See HRAR 6.08 or the appropriate Collective Bargaining Agreement for further guidance on appropriate use. Casual Recruitment - not applicable
Step 1. A temporary need is identified by the bureau based upon the conditions outlined in HRAR 3.04. Note: Refer to details on the bidding process per the applicable CBA. Step 1. A temporary need is identified and meets the criteria outlined in HRAR 8.06 or one the following appropriate Collective Bargaining Agreements: DCTU Article 11.1; PCL Article 11; SMW Article 9.1.  
Step 2. The manager or designee creates a description of work for the HRBP or Recruiter to review and approve. Step 2. The decision making authority sends a justification to the HRBP outlining the need for a WOOC assignment and the qualifications of the employee identified to fill the need. An example of appropriate use of WOOC is to fill a temporary leadership or specialized role, such as interim Director or Manager.  
Step 3. Upon receiving approval for the description of work the hiring manager or designee posts and sends the notice electronically to work unit or bureau to notify staff of the limited competitive process and invite expressions of interest. (See template of messaging.) The position may also be posted through NEOGOV. Step 3. The HRBP (in consultation with Labor Relations if necessary) will review the request and determine which CBA is applicable and apply the appropriate steps as outlined below.  
Step 4.  Staff are provided a minimum of 5 business days to express interest in writing. Individuals requesting veteran's preference must provide the appropriate documentation to the Senior Recruiter.  Step 4. If the applicable CBA is the DCTU or PCL, the City is required to give first choice of the WOOC opportunity to employees on the appropriate eligible list. If no employee is available through an eligible list the City shall select from among the 3 available senior qualified employees. All other represented staff are subject to the process outlined in HRAR 8.06 With the exception of PPA/PPCOA/PFFA  
 Step 5. Brief interviews are conducted to identify the most qualified candidate for the assignment. **NOTE**Per the DCTU the City may choose from the 2 most senior qualified bidders on 25% of all vacancies within a Bureau in a fiscal year.  Step 5. Once the applicable process has been completed the HRBP will approve the request  
 Step 6. A final candidate is identified and the terms of the temporary assignment are confirmed. The candidates that were not selected are notified accordingly.  Step 6. Upon receiving approval for the work-out-of-class a request is submitted to P&F, including the HRBP approval.  
 Step 7. The OBPA submits the temporary assignment request to P&F and attaches the "temporary opportunity notice" for verification.  **NOTE** Various restrictions apply regarding when employees may be worked out of class per applicable CBA.
There may be restrictions per applicable CBA on the amount of time a vacancy can be filled on a temporary basis.
 If internal talent is not available a posting through NEOGOV is required for a minimum of 3 days.  Please contact Loan Tran and Halima A bdirizak for additional information.