Post Date: 08/06/2019
Close Date: 08/19/2019
At the Oregon Department of Education, we hire a workforce representative of the communities we serve, understanding that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all of our employees can thrive. If you have a passion for providing exceptional service and thrive in a fast-paced environment, then we want to hear from you!
We are currently seeking an Executive Support Specialist 1 to provide assistance in the Office of the Director at the Oregon Department of Education. This is a limited duration (scheduled to end June 30, 2021), full-time position represented by Service Employees International Union.
What you will do!
Provide confidential executive-level administrative support to the Deputy Director, Director, Chief of Staff, Legislative Director and other members of Leadership; provide direct confidential executive support to Deputy Director. This position works closely with the Executive Assistant, providing supplementary and back-up assistance. Additionally, this position manages day to day office operations, policies, procedures and programs, and works with additional support positions to provide general support to the Director’s Office in cross-office initiatives.
Primary duties include:
Provide confidential executive-level administrative support to Director, Deputy Director, and Legislative Director; respond to requests for appointments, set schedules, ensure details of meetings are accomplished, and research and compile information and other materials as necessary.
Provide logistics and clerical support to initiatives undertaken by the Deputy Director. Draft meeting agendas; set meeting dates and internal planning schedule, and arrange for meeting locations. Coordinate between external contractors, external equity partners, individual offices, and ODE leadership. Arrange for meal and travel reimbursements for external facilitators.
Manage confidential personnel matters for the Deputy Director.
Serve on committees, planning teams, and work groups at the discretion of the Deputy Director.
Manage Director, Deputy Director, and Legislative Director travel needs: make travel arrangements, obtain any needed authorizations, prepare travel packets, complete travel reimbursement forms, purchase requests and expenditure forms.
Coordinate with the Communications team to prepare Director, Deputy Director, and Legislative Director for off-site meetings, public appearances, and other engagements, including researching schools, districts, organizations, relevant policy issues, news and events.
Provide back-up support to Executive Assistant. Work collaboratively with members of administrative support teams to ensure quality support services to Management. Provide back up and logistical support for Management Team meetings.
Track and manage the office purchasing card. Prepare monthly expenditure logs.
Act as security officer for the Office of the Director: coordinate network permissions for all new staff; submit IT Help Desk tickets to modify staff network permissions as appropriate.
Field inquiries from ODE staff, legislators, State Board Members, local officials, other state agencies and public to determine whether to refer them to Director, Deputy Director, and Legislative Director, assign to other staff, or research and respond directly; advise Director, Deputy Director, and Legislative Director of inquiries and responses.
Refer complaints and inquiries to the appropriate staff and ensure appropriate response and follow-up has occurred per the Director’s request.
Normal office work environment. May be required to participate in meetings away from the assigned duty station. Frequent interruptions from telephones and persons seeking information, both internal and external. Work must often be accomplished within an ever changing work environment with demanding and time-sensitive constraints. Workload will increase with legislative session. May require some bending, lifting up to 10 pounds, and flexing. Travel required.
What are we looking for?
Candidates with 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.
Candidates who are the most competitive will possess the following background, skills and experience:
Intermediate skill and proficiency in Microsoft applications such as Outlook, Word, and Excel, and the ability to compose important documents paying attention to accuracy, grammar and punctuation
Ability to professionally and effectively communicate orally and in writing with a variety of people, answering questions and explaining information.
Experience providing equity-driven customer service and interpersonal skills for team members and internal and external customers.
Ability to respond to potentially intense and/or sensitive situations with customers using independent judgment to solve problems. Ability to handle inquiries for information with tact while still protecting the confidentiality of information.
High aptitude for learning new things, detail oriented, and ability to switch priorities or projects seamlessly.
Ability to effectively navigate state-agency policies and procedures.
Ability to connect with and respect internal and external individuals from culturally or linguistically diverse groups.
Ability to work with multiple deadlines, continual change and at times heavy workloads. Ability to maintain composure during stressful situations and offer grace to those in similar situations.
Ability to positively represent the agency in a professional manner at all times.
Preference may be given to bilingual (Spanish/English) candidates.
Our Amazing Benefits!
When you join the Oregon Department of Education, you are joining a fast-paced, creative environment with colleagues who are passionate about public service and impact the lives of children and families statewide.
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 –
10 paid holidays per year
3 additional paid "Personal Business Days" per year
8 hours of sick leave accumulated every month
Progressive vacation leave accrual, starting at 8 hours per month, with 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.
If you have a desire to make a difference in the lives of Oregonians, apply today!