- Serve as the executive assistant to the PTD administrator.
- Support unit managers and leadership team with administrative duties.
- Independently research, create and assimilate meeting materials for the administrator.
- Receive, review, follow-up and prepare contracts, agreements, invoices and other documents needed for the administrator signature.
- Collaborate in decision-making activities, make recommendations on administrative, organizational and other operational matters.
- Schedule meetings, distribute materials, take meeting minutes and perform other administrative duties.
- Receive and complete personal assignments, record and track action items for leadership.
- Provide human resources assistance to managers including recruitment and onboarding processes.
- Work together with office staff to provide guidance and support for their everyday tasks.
- Act as the subject matter expert on division-wide administration standards and practice, such as payroll, records retention, and other matters.
- Serve as PTD initial point of contact with all levels of ODOT personnel, contractors, vendors and interested parties.
- Must be able to drive or be able to provide efficient and effective means of transportation as needed to perform job duties.
- Work is primarily performed in an office setting with a minimum of 2-3 days a week in office. Hybrid work options available.
- Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. about working at the Oregon Department of Transportation and the we offer.
- Competitive benefits packages which can be estimated using our .
- Comprehensive and equitable base salary offer within the listed range based on your experience, skills and education. The salary range listed is the non- participating rate. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%. Please review the page for more details.
- opportunity
- Previous experience with State of Oregon and/or transportation providing high-level administrative support.
- Demonstrated experience working independently to accomplish multiple tasks and proactively communicate with managers and staff.
- Demonstrated experience working in a pressure-filled environment with numerous parties and interruptions.
- Demonstrated experience using independent judgement, decision making and problem solving skills.
- Demonstrated experience dealing with political sensitivities, human resources and confidentiality.
Executive Assistant - Salem, United States - State of Oregon
Description
Job Description:
Executive Support Specialist 2 – Executive Assistant
Oregon Department of Transportation
Public Transportation Division
Administrator's Office
The role:
Join our team as an executive assistant for the Public Transportation Division (PTD) administrator. In this role, you will be responsible for performing purposeful and deliberate administrative support task for the administrator, unit managers and leadership. You will also coordinate human resource functions, recruiting, onboarding, payroll functions and ensure compliance for state and federal processes and regulations. Apply today for this vital role in PTD
We encourage people from all backgrounds to apply for our positions. We hope you'll join us on our path to increasing diversity, equity, inclusion and belonging through .
Before applying, visit our to learn more about our process. If you are a current State of Oregon employee, you must apply through your
A day in the life:
What's in it for you:
Minimum qualifications:
One year of experience performing administrative duties in support of agency projects or programs.
Note: Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.
What we'd like to see:
If you have these attributes, let us know in your application materials It's how we will choose whom to move forward You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience, education and alignment with to help us decide who will move forward.