Administration & Operations Specialist (Administrative Specialist 2). Limited Duration

Initial Posting Date:

06/28/2024

Application Deadline:

07/06/2024

Agency:

Department of Human Services

Salary Range:

$3,948 - $5,483

Position Type:

Employee

Position Title:

Administration & Operations Specialist (Administrative Specialist 2). Limited Duration

Job Description:

We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the Equity North Star as our guide toward our vision of an agency free of racism, discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply.

This recruitment is for a full-time / limited duration position only.

Would you like the opportunity to make a positive impact on Oregonians in need of support and resources? Would you enjoy working with a diverse team that collaborates and learns together in service of children, families, and communities? If so, we'd love to hear from you!

Oregon Department of Human Services (ODHS), A place to belong and make a difference!

• When you join the ODHS, you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.

• Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS' overall mission and vision.

• We are committed to building an antiracist and equitable agency. Equity is foundational to our role as a human services agency and we are committed to integrating equity into all we do. The Equity North Star has four points that explain the agency's goals related to equity, inclusion, and racial justice.

• We know that life is unpredictable and ODHS cares about keeping you well. Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and competitive benefits packages including health, dental, vision and much more!

What you need to qualify

• Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• An equivalent combination of education and experience.

Essential attributes

We are looking for candidates with:

Clear Communication at all times

Customer Service skills

Time Management Skills to complete required tasks and duties

Strong Written and Oral Communication

Professional level minutes keeping

Executive calendaring abilities

Please be sure to clearly describe how you meet these attributes within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.

Your duties at a glance

As an Administration & Operations Specialist you will:

• Cultural Competence & Cultural Humility

• • Promotes and fosters a diverse and qualified workforce and

• discrimination/harassment-free workplace.

• Core Values

• • Demonstrates awareness, understanding and alignment

• with ODHS Core Values of Innovation, Integrity,

• Customer Service

• • Treats customers, stakeholders, partners, vendors and coworkers with dignity and respect.

• Administrative Support

• Assist the Director by managing confidential information, scheduling, travel arrangements, agenda preparation, and minute-taking. Foster collaboration across the agency and with internal and external interest holders, ensuring clear and timely communication, meticulous attention to detail, and critical thinking skills.

• Business Operations and Development

• • Conduct regular audits of office inventory.

Working conditions

Typical, fast-paced office environment. Exercises extreme care in public relations, tactfully handling requests for information and complaints from irate and emotionally upset persons on a daily basis. High volumes of diverse work requiring great flexibility and the ability to redefine priorities within very short time frames. Constant contact with customers under stressful conditions. The work schedule for this position will be determined by business need. Also based on business need, this position may be relocated to other offices or to out-stationed sites within the prevue of the Design teams. Hybrid work is also a possibility based on work need

Application instructions & requirements

Your work history profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and demonstrate your skills, lived and/or work experience that shows you are an excellent candidate for the position.

• Please upload a resume or complete the work history profile. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

• Current State of Oregon employees: Apply via your employee Workday account.

• If you are not a current State of Oregon employee, view this application instructional video.

• After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.

Additional requirements

• Finalists for this position will be subject to a computerized criminal history and abuse check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.

• The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.

Helpful information

• This is a limited duration / full-time position and is union represented SEIU (Service Employees International Union).

• This recruitment may be used to fill future vacancies.

• Have questions about Workday, and want some tips on understanding the state application process? Check out our Oregon job opportunities page.

• If you need an accommodation under the Americans with Disabilities Act (ADA), have questions or need assistance with the application process, please contact brent.lawrence@odhs.oregon.gov

• Please be sure to include the job requisition number.