Executive Assistant (Executive Support Specialist 1)

Initial Posting Date:

04/26/2024

Application Deadline:

05/12/2024

Agency:

Department of Human Services

Salary Range:

$3,477 - $4,755

Position Type:

Employee

Position Title:

Executive Assistant (Executive Support Specialist 1)

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.

Dive into a world of opportunity as an Executive Assistant, where your skills will shine in a diverse and inclusive environment that values every voice and perspective.

We are seeking a talented and proactive Executive Assistant (Executive Support Specialist 1) to join our team and provide high-level administrative assistance to our Aging and People with Disabilities (APD) Program Director, Deputy Directors, and the Executive team. An understanding of the programs in APD is vital to this position as you will support the Program Director and other Executive leadership, and also acts as a member of the management team, supporting meetings, hiring and recruitments, agency-wide committees and ensuring that programmatic needs are supported. Apply today!

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 clerical/secretarial experience which included:

One year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

No substitution will be made for the one year at the full performance level.

Essential attributes

We are looking for candidates with:

• Experience performing confidential administrative duties for Executive Leadership including scheduling and recruitment tasks.

• Experience taking meeting minutes, documenting action items, and following up to ensure action item completion.

• Familiarity with purchasing and invoicing, and experience reconciling purchases and reporting expenditures.

• Experience scheduling and supporting large scale meetings, including technical preparation and scheduling interpreters and CART services (real time captioning).

• Continuous professional and personal learning of cultural awareness, diversity, equity, inclusion, and access.

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

Aging and Disability Services

As an Executive Assistant, you will:

• Perform confidential administrative duties for the Executive Leadership in APD.

• Attend APD Management Team meetings and coordinates with program to provide assistance with minutes and tracking action items and responsible parties.

• Review meeting minutes with Executive Management.

• May assist in other meetings providing similar support for program and Operations.

• Required to understand program structure within APD.

• Schedule meetings within ODHS and OHA and with partners.

• Use Outlook and Doodle polls as needed and secures meeting locations.

• Prepare technology such as video conferencing, projectors, laptops and presentations.

• Schedule interpreters and CART services as needed.

• May contact partners and stakeholders including SEIU, Management in APD, AAA Directors and Legislators.

• Schedule conference calls, Teams meetings, and Zoom meetings with local, State, and Federal partners.

• Assist in developing materials, filing, copying, organizing, ordering supplies and distributing documents for meetings.

• Purchase, track and reconcile purchases using an agency SPOTS procurement card.

• Submit and coordinates background check requests via ORCHARDS.

• Serve as a Wireless Watchdog Coordinator for Central Office managers and staff.

• Work closely with all policy and program staff and APD ESS2s and administrative support staff to facilitate the process for proper publication and distribution of transmittals (Information Memorandums, Action Requests, and Policy Transmittals) and ensures that the final product contains no sensitive client information or conflicting information.

• Participate in ODHS committees as needed.

• Assist in facilitating recommendations from these groups and coordinating information across APD support staff.

• Provide assistance and backup to other administrative support staff and their duties.

Working conditions

• Hybrid-work optional. Many job duties with sufficient training may be completed from a remote work location.

• You will work a professional workweek, generally between the hours of 8am and 5pm Monday through Friday. Some flexible scheduling may be possible on case-by-case basis.

• Some travel may be required.

• This job may require standing for periods of time, occasional lifting and stooping, and filing.

• Requires the ability to lift materials and equipment (i.e. laptop, projector), and copies of materials for distribution.

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.

• A cover letter is required. Attach a cover letter that demonstrates how you meet the qualifications, requirements, and essential attributes 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.

• A valid driver's license and acceptable driving record are required for this position or you must have an appropriate form of transportation.

Helpful information

• This position is represented by the Union (SEIU).

• 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 or have questions about the job duties or application process, please contact, Marina.Nieblas@odhs.oregon.gov via email. Please be sure to include the job requisition number.