Office Support Specialist

Initial Posting Date:

06/17/2024

Application Deadline:

06/25/2024

Agency:

Oregon Department of Education

Salary Range:

$3,218 - $4,338

Position Type:

Employee

Position Title:

Office Support Specialist

Job Description:

We are seeking an Office Specialist 2 to join our Office of Equity, Diversity, and Inclusion at the Oregon Department of Education. Be part of a team that champions equity, diversity, and inclusion in education. Apply now to help us make a meaningful impact!

This is a limited duration position scheduled to end June 30, 2025, and may be extended pending management approval. Limited duration positions are eligible for full benefits.

Job Rotation Option: Permanent status employees of the State of Oregon may choose to be considered as a job rotation candidate. To apply as a job rotation candidate, you must apply through your employee Workday account, and have written approval from your supervisor. Please attach the written approval to your application. If you are unable to obtain written approval prior to the close date, please apply and be prepared to bring to the interview your manager's/supervisor's written approval.

What you will do!

Join our dynamic Office of Equity, Diversity, and Inclusion (OEDI) Team! We're seeking a highly organized and proactive individual to provide essential clerical and technical support. Help us drive change and make a difference in education by supporting our initiatives, coordinating with school districts and community partners, and ensuring our operations run smoothly.

Duties include:

Administrative Support:

• Schedule meetings, manage calendars, and send reminders.

• Assist with travel arrangements (bookings, itineraries, expense reports).

• Prepare and process documents (filing, data entry, photocopying).

• Manage office supplies and equipment.

• Maintain office security and cleanliness (may vary depending on the company).

Office Coordination:

• Assist with project management and communication.

• Prepare reports and presentations.

• Coordinate communication efforts like email listserv and announcements.

• Maintain internal computer drive and track records (inventory, budgets, etc.).

Recordkeeping & Communication:

• Review documents for accuracy and compliance with policies and regulations.

• Track financial records and issue payments.

• Compile and analyze data to create reports.

• Maintain filing systems (physical or electronic).

Minimum Qualifications (Need to have):

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR

An associate degree in any field; OR

An equivalent combination of education and experience.

Desired Attributes (Nice to have):

Candidates who are the most competitive will possess a compelling combination of the following background, skills, and experience:

• Strong Organizational Skills: Efficiently manage files, schedules, and tasks to ensure smooth operations and meet deadlines.

• Effective Communication: Clearly convey information verbally and in writing, acting as a bridge between departments and stakeholders.

• Proficiency in Microsoft Office: Skilled in using Microsoft Office and related software for various administrative tasks.

• Detail-Oriented: Maintain accuracy and precision in handling documentation, correspondence, and data entry.

• Adaptability: Quickly adapt to new tasks, procedures, or projects as policies and priorities change.

• Discretion and Integrity: Handle sensitive information with confidentiality and uphold ethical conduct.

We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed.

Our amazing benefits include:

• Excellent medical, vision and dental benefit package for the employee and qualified family members with very low monthly out-of-pocket cost

• Paid days off -

• 11 paid holidays per year,

• 3 additional paid "Personal Business Days" per year,

• 8 hours of sick leave accumulated every month,

• Progressive vacation leave accrual and increases every 5 years.

• In addition to standard medical benefits and employee leave, the state also provides additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and child care expenses.

• Student Loan Forgiveness Program: if you have federal student loan debt or are thinking of going back to school, then you will want to look into this program. If you make 120 qualifying payments on your student loan while working full time for a qualifying employer, your student loan debt may be forgiven.

• If you currently work at an Oregon school district or education service district, we may be able to transfer in your sick leave balance!

If you have a desire to make a difference in the lives of Oregonians, apply today!

To apply:

Your cover letter and resume are the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position.

• Upload a resume and cover letter.

• In your cover letter, please include your qualifications relating to any of the desired attributes mentioned for this position (limit to no more than 2 pages).

Application Tips:

• Your resume and cover letter may be uploaded in the Resume/CV field on the online application. Failure to attach a cover letter and resume may result in the disqualification of your application.

• In addition to your related work experience and education, we will use the attributes and minimum qualifications listed under the "What we are looking for" section above to determine whom to interview. Please make sure the attributes and minimum qualifications you possess are clearly demonstrated in your resume and cover letter.

• Important: Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit additional information after initial application.

• External Applicants: Click on the "Apply" button and submit your resume and cover letter. Please make sure to attach all required documents in the section titled Resume/CV. View this video for help.

• Internal Applicants: (this includes Current State of Oregon employees): Apply via your employee Workday account.

• Please contact ode.jobs@ode.oregon.gov if you have any questions on the application process.

Additional Information:

• Salary Range: The range listed is the non-PERS salary range. Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS.

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

• 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.

• The job posting closes at 11:59 PM (PDT) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans' preference immediately following your submission. These questions are necessary to complete the application process.

• Communication: Please monitor your Workday account, as communication will be sent to your Workday account. You must have a valid e-mail address to apply.

• Future Vacancies: This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

• External Applicants (non-state of Oregon employees): If you would like to retain a copy of this job posting, please print a copy before submitting your application. Once the job posting has closed, you will not be able to access the posting.

• If you need an accommodation under the Americans with Disabilities Act (ADA), have questions or need assistance with the application process, please contact us at ode.jobs@ode.oregon.gov. Please be sure to include the job requisition number.

• Veterans: Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: Veterans Resources. You may also call the Oregon Department of Veterans' Affairs at 1-800-692-9666.

• Visa Sponsorship: The Oregon Department of Education does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. The Oregon Department of Education is an E-Verify employer. If you are the successful candidate you must present your I-9 acceptable documents (See page 3) for employment verification.

• This position states open until filled, we will pull applications and conduct interviews at any time. Once we receive an optimal number of qualified applicants, this posting will be closed and we will no longer be able to consider applications. If you are interested in this position, we encourage you to apply as soon as possible to increase your chances of consideration.

Helpful links and contact information:

• Learn more about ODE

• Understanding the State Application Process

• Resources for Job Seekers

• Get There - Oregon's easy-to-use carpool matching tool and trip planner.

• Live, work, and play in Salem, Oregon.

• For additional information, you may contact us by e-mail at ode.jobs@ode.oregon.gov.

The Department of Education is an equal opportunity, affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.

Come for a job. | Stay for a career. | Make a difference... for a lifetime!