Training Coordinator (As2)

Initial Posting Date:

07/03/2024

Application Deadline:

07/17/2024

Agency:

Office of Public Defense Services

Salary Range:

$3,833 - $5,665

Position Type:

Employee

Position Title:

Training Coordinator (AS2)

Job Description:

We invite you to join our team at the Oregon Public Defense Commission and become an integral part of our success story! We are in search for a highly organized, and collaborative Training Coordinator (AS2). The ideal candidate will promote a collaborative spirit with OPDC customers and stakeholders, while providing excellent support to the sections' efforts with stakeholder communications and training opportunities. 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 Training Coordinator will provide administrative support to the Compliance, Audit and Performance (CAP) team and the Trial Support and Development team (TS&D). This position will also be the training coordinator for the TS&D section. This person in this position will follow the Agency's travel policy and coordinate all aspects of training the Agency will provide to the attorney's, contractors, case managers, and others.

Program Support

• Create and maintain procedures for scheduling of training locations with other state agencies and training locations throughout the state.

• Establish and maintain procedures for training coordinator

• Monitor program for compliance with program guidelines

• Create and maintain procedures for auditing expenditures of training workshops, etc.

• Provide training to agency staff, vendors in reference to program guidelines and agency requirements

• Coordinates and maintains section website to support section needs

• Monitors adherence to federal and state reporting.

• Establishes and maintains processes to collect data and information necessary for reports on projects and initiatives as appropriate.

• Conducts independent research to compose letters, technical advisories, memos, reports, and other projects, including regarding Oregon Administrative Rules, and state / federal regulations.

• Coordinates and actively participates in team meetings. Receives assignments from Section Managers

• Gathers information from internal and external stakeholders as needed to maintain needed reporting and updates for outstanding contracts and Strategic Plan.

• Discusses sections goals and objectives and helps resolve issues using agency and other policies and procedures as guidance.

• Evaluates information, including sensitive and/or confidential information and applies appropriate judgment to decision process.

• Coordinates work within and between sections and divisions.

• Section Managers in tracking long and short-range operational goals for the section work and create database for reporting.

• Works directly with agency management and staff to coordinate processes that result in data and information needed by the assigned members of management.

• Researches and responds to inquiries directed to section; advises section of inquiries and response.

• Communicates between the Section Manager, all levels of agency management and director's office, other state agencies, federal agencies, and external stakeholders.

• Tracks legislative efforts to ensure timely response.

• Serve as the Section Archive and Record Retention specialist

• Complete required archive documentation, along with maintaining electronic forms and records for section

Administrative Support

• Track and respond to section telephone calls and messages; scheduling meetings; routing documents in need of approval and signature.

• Schedules and coordinates with internal and external stakeholders for the section as requested, including monthly stakeholder meetings.

• Schedules and arranges travel and training purchase requests for the staff. Prepares, tracks, and submits travel claims and reimbursements for the staff.

• Coordinates meeting or conference logistics by scheduling calendar events, set up conference calls, facilitate use of state vehicles and coordinate parking.

• Establishes and maintains project tracking, providing reminders for follow up on projects and timelines.

• Provides support for advisory committees and special initiatives by coordinating meetings, recording, and transcribing meeting minutes, and preparing agendas.

• Collects and compiles data for presentation in written and statistical forms.

• Creates presentation material such as excel spreadsheets, flyers, and graphic design projects for supervisor to present at meetings or conferences.

• Orders supplies for staff.

Other Duties

• Directly participate in the Department's Strategic Plan

• Other duties as assigned

MINIMUM QUALIFICATIONS

Three (3) 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 (2) 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.

DESIRED ATTRIBUTES

The most competitive candidates will possess the following attributes, experience, and knowledge:

• Collaboration with trainees and trainers to create a positive learning environment.

• Ability to plan, execute, and monitor training initiatives from start to finish.

• Must have strong and clear communication skills (written, verbal, non-verbal, listening)

• Ability to multi-task and demonstrate flexibility through prioritization.

• Must be highly organized.

• Ability to work under pressure and tight deadlines.

• Strong attention to detail.

• Proficiency with Microsoft tools.

SALARY RANGE

$4,233 - $5,665

WHAT'S IN IT FOR YOU

You will become part of an innovative and strategic group of professionals and enjoy a competitive salary and benefits package!

• An agency that supports and encourages work/life balance and overall wellness.

• Generous benefits package including, employer-paid health insurance, vacation, and sick leave, eleven paid holidays, three paid personal days, flexible spending accounts, and an employer contribution retirement plan (PERS).

• The posted salary range is the total possible range for the classification. Candidates are screened through a Pay Equity process that evaluates various factors. Please see the Pay Equity website for more information.

RECRUITMENT TIMELINE

• These dates are approximate and may change. *

• Recruitment Closes: Wednesday, July 17th, 2024 @ 11:59P, PST

• Recruiter Screening for Minimum Qualifications: On-going

• Hiring Manager Screening for Desired Attributes: On-going

• Interviews: Beginning the Week of July 29th, 2024

• Anticipated Start Date: Monday, September 9th, 2024

APPLICATION GUIDANCE AND REQUIREMENTS

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

• External applicants: View this application instructional video. A PDF is also available by clicking here.

• REQUIRED: Attach your most up-to-date Resume. Please ensure your Workday profile matches your submitted resume.

• REQUIRED: Attach a cover letter that explains your experience in project coordination. Your cover letter should be no more than 2-pages.

A Cover Letter that does not meet the required criteria will be graded as ineligible.

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

Veterans 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 Office of Public Defense Services 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.