Executive Assistant

Initial Posting Date:

06/04/2024

Application Deadline:

06/23/2024

Agency:

Office of Public Defense Services

Salary Range:

$5,192 - $7,671

Position Type:

Employee

Position Title:

Executive Assistant

Job Description:

LOCATION CORRECTION: This position is located in Salem, OR.

We invite you to join our team at the Oregon Public Defense Commission and become an integral part of our success story! We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our Commission. The ideal candidate will be a self-starter with excellent communication skills and the ability to multi-task effectively in a fast-paced environment. If this career opportunity aligns with your passion and goals, we encourage you to take the first step and apply today!

WHO WE ARE

The Oregon Public Defense Commission (OPDC) is a 13-member commission appointed by the Chief Justice of the Oregon Supreme Court based on input from all three branches of Government. The Commission serves as the governing body for Oregon's public defense system. The Commission provides policy direction and oversight for the administration of the system. The legal services provided by OPDC represent an essential component of Oregon's public safety system. The mission of OPDC is to ensure constitutionally competent and effective legal representation for persons eligible for a public defender.

The office includes the Executive Division, the Appellate Division, the Trial Division, the Trial Development & Resources Division, and the Administrative Services Division. The agency negotiates contracts with trial level public defense providers and administers and distributes funds for representation and related services for cases during the biennium for criminal, juvenile, and civil commitment cases. The agency provides compliance and oversight to the trial community providers through quality assurance practices, training, and education. Financial Services processes all expenses related to representation in public defense cases. The Appellate Division provides direct legal representation in the state appellate courts in criminal cases, juvenile dependency and termination of parental rights cases, and parole cases. Other services in the agency include, Data Collection and Analysis, General Counsel, Human Resources, Information Technology Services, Internal Audit, and Policy Development.

WHAT YOU WILL DO

The position is responsible for coordinating the Oregon Public Defense Commission and being the agency's subject matter expert on everything associated with the commission, including policy objectives and procedural requirements across all topics and divisions of the Oregon Public Defense Commission. This independent role includes working with the Agency Director and Oregon Public Defense Commission members to establish annual meeting schedule. This position will coordinate with agency staff for the commission materials, establish the commission meeting packet and post to the website and the Oregon State Public Meeting Manager site. This position will be responsible to on-board new and existing commission members. This position will coordinate all travel and commission reimbursements. This person will be the liaison with Commission members and the agency. The Commission meets 12 times per year, with additional meetings as needed.

DUTIES

Plan and Coordinate all OPDC meetings

• With Agency Director and General Counsel, plan annual schedule of OPDC Commission meetings and other meetings as necessary.

• Plan and coordinate all meeting locations for in person meetings.

• Plan and coordinate subcommittee meetings.

• Keep commissioners informed of items of interest related to OPDC and follow up on commissioner requests for information, including the coordination of information across all agency divisions and topics.

• Ensure commission meets all legal requirements associated with duties of a public body, including annual financial disclosures by commissioners and Agency Director.

• Coordinate required and mandatory trainings by Department of Administrative Services (DAS), Oregon Ethics Commission and other state agencies.

• Ensure compliance with Oregon public meeting and records law.

• Prepare all meeting materials along with organizing meeting materials for effective commission meetings.

• Post meeting materials to the OPDC website and the Oregon State Public Meeting Manager site.

• Maintain meeting minutes and other recordings in compliance with state record keeping requirements.

• Ensure effective meeting operations in compliance with Oregon Public meeting law and meeting the business needs of the commission and agency.

Administrative

• On board and provide training to OPDC Commission members

• Ensure annual compliance for board documents.

• Create OPDC agency information for commission members including:

• Program information

• Reporting requirements

• All forms and documents to be completed

• Facilitate Commission member travel arrangements, commission member meeting compensation report for reimbursement

• Responsible for entry for commission

• Maintain Commission members term requirements.

Other duties

• Provide back up for Executive Assistant who supports the Agency Director and Deputy Director

• Prepare required memo's, documents, power points, reports, and other related materials to meet the needs of the agency.

• Other duties as assigned.

MINIMUM QUALIFICATIONS

Three (3) years of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

AND

Two (2) years of experience providing direct support to a manager or executive. Qualifying experience would involve meeting coordination and planning; making travel reservations; maintaining calendars; editing memos and correspondence; drafting reports; gathering and verifying data; taking meeting minutes and typing transcriptions; interpretation and application of laws, rules, and regulations; or similar experience.

SALARY RANGE

$5,192 - $7,671

DESIRED ATTRIBUTES

• Have the ability and willingness to be flexible and make necessary adjustments when things change.

• Radiate professionalism with integrity and confidentiality.

• You must be a problem solver with the ability to handle unexpected situations or difficult challenges.

• Expertise in verbal and written communication.

• Mastering time management in planning, organizing, and prioritizing tasks.

APPLICANTS MUST SUBMIT

• Resume

• Cover Letter: Must speak to how you meet the desired attributes for this position.

APPLICATIONS THAT DO NOT PROVIDE THE ABOVE DOCUMENTS WITH THEIR APPLICANTION WILL NOT MOVE FORWARD IN THE RECRUITMENT

VETERAN'S PREFERENCE

Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, be sure to submit your documentation prior to the close date of this posting. For more information, please go to the State website: https://www.oregon.gov/jobs/Pages/Veterans.aspx

The Oregon Public Defense Commission is an equal opportunity/affirmative action employer and is strongly committed to enhancing the diversity of its workforce. Assistance will be provided in the recruitment, application, and selection process to applicants with disabilities who request such assistance. Please call (503) 991-2274 as early as possible regarding any assistance you may require.

This recruitment is scheduled to be open until 11:59PM PST on SUNDAY, JUNE 23RD