Executive Assistant (Executive Support Specialist 1)

Initial Posting Date:

05/20/2024

Application Deadline:

05/28/2024

Agency:

Department of Public Safety Standards and Training

Salary Range:

$3,684 - $4,918

Position Type:

Employee

Position Title:

Executive Assistant (Executive Support Specialist 1)

Job Description:

Department of Public Safety Standards and Training

Executive Assistant (Executive Support Specialist 1)

This recruitment is for one (1), regular, full-time position located in Salem, OR (4190 Aumsville Hwy SE) and is a management service position, therefore not represented by a union. This recruitment will be used to establish a list of qualified applicants and may be used to fill future vacancies.

Note: No cover letter is required to apply, please ensure you allow sufficient time to complete the application questionnaire as it will determine candidate advancement.

What you will be doing:

This position will be supporting the Professional Standards Division Director, and the Agency's Director's office.

Duties at a glance include:

• Communicate with public safety leaders from city, county, state, tribal and federal law enforcement agencies in writing and by phone.

• Compose or transcribe drafts and correspondence that are used for both internal and external communications.

• Act as the Professional Standards' contact person and liaison between other agencies division, state agencies, and local government and with vendors/contractors.

• Maintain activity calendar/schedule appointments and meetings for Professional Standards Administrator.

• Coordinate with board, commission, and policy committee chairs to accommodate the schedules of the majority of participants, making meeting arrangements, notifying participants, and producing agendas, public notices, meeting minutes, or reports.

• Coordinates with Department staff to obtain all documents which includes creating meeting calendar, setting deadlines for submission of documents, monitoring timeline has been met, review documents for completion, submit request to DAS printing and proofing the draft. Includes moving all the documents in PDF format to an electronic version and emailing all participants. Mailing out all prepared books to participants and collecting after the scheduled meetings.

• Prepares and distributes public meeting notices regarding Board, Policy Committees activity in accordance with administrative rules and Attorney General's guidelines.

• Monitors Public Safety Memorial Fund Board and various Policy Committee member position expiration dates in order to properly recruit for vacant positions by coordinating with various state agencies or associations.

For a complete position description, click here to contact the recruiter.

About DPSST:

The Department of Public Safety Standards and Training (DPSST) oversees the development of professional standards and the delivery of quality training for law enforcement officers, corrections officers, parole and probation officers, firefighters, telecommunicators, and emergency medical dispatchers. DPSST is also the regulatory agency that enforces employment and training standards for the above listed public safety disciplines and licenses proprietary security managers, security contractors and officers, polygraph examiners, and private investigators.

Diversity Equity Inclusion & Belonging is a core value at DPSST. We are passionate about building and sustaining an inclusive and equitable working and learning environments for all students, staff, and faculty. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. Employees are expected to uphold this value and foster an inclusive and equitable workplace.

What's in it for you:

• Work/life balance and a supportive working environment.

• 11 Paid holidays a year

• Paid sick leave, vacation, and personal leave.

• Comprehensive medical, dental, and vision plans for employee and qualified family members. Find out more about our competitive benefits packages. Click here to visit our full benefits website.

• Optional benefits additions such as flexible spending accounts, term life and more.

• You will be automatically enrolled into the Public Employees Retirement System (PERS) program. Employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS; the salary range noted above reflects base salary only.

• Free parking!

• Onsite Cafeteria

• Onsite wellness options

Minimum Qualifications:

Three (3) years of clerical/secretarial experience which included:

One (1) 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 (1) year of the clerical/secretarial experience.

Requested Skills/ Desired Attributes:

"What we'd like to see" - If you have these qualities, let us know!

Successful candidates selected to move forward will meet the minimum qualifications and present the requested skills/desired attributes within their application material and application questionnaire. Note: You do not need to have all of these qualities to be eligible for this position.

• Ability to proficiently manage recurring, new, and shifting deadlines effortlessly and efficiently.

• Ability to write and compile information presented or received in a concise and accurate manner.

• Proven experience maintaining professionalism while working with a diverse population.

• Strong knowledge of data and document management processes; skilled in creating, formatting, and editing with appropriate grammar and punctuation.

• Ability to understand laws, rules, policies, and procedures, both orally and in writing.

• Experience with Microsoft Office Suite, including Excel, Word, and Outlook; Ability to work with various computer programs.

Please note that the questionnaire will ask questions pertaining to the requested skills/desired attributes section. No cover letter is required. Allow sufficient time to complete your application in one sitting, as the saving of your application cannot be guaranteed in Workday.

Additional Requirements:

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

How to Apply:

• Sign In or Create a Workday Account (Internal employees please use your Workday profile).

• Complete the self-prompted application AND attach your updated resume.

• If you do not have a resume, please make sure to include all your work experience when asked in the application.

• Complete the questionnaire within your application.

• After you submit your application, be sure to respond to the public records request (PRR) authorization and gender identity question. This screen will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox.

• If you are a veteran, the task to claim preference will come after the PRR and gender identity tasks. For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application or combine it with any other required document attachments. We will ask you for your documents later in the process. If you need time to locate or order your documents from the VA, please contact the recruiter at the phone number or email under the 'Need help?' section below.

Questions/Need Help?

For questions about the application process, contact Andrea.Self@DPSST.oregon.gov. Please be sure that you include the job announcement number.

Please ensure you've provided a thorough and updated application as it pertains to the position for which you are applying. Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.

Pay and benefits on all job announcements may change without further notice.

THE DEPARTMENT OF PUBLIC SAFETY STANDARDS AND TRAINING IS COMMITTED TO AFFIRMATIVE ACTION, EQUAL EMPLOYMENT OPPORTUNITY AND WORKPLACE DIVERSITY.