Administrative Assistant - Salem, United States - State of Oregon

Description

Job Description:

Opportunity Awaits, Apply Today - Administrative Assistant (Administrative Specialist 2)

We are seeking a dedicated Administrative Assistant to join our team under the supervision of the Interagency Strategic Recovery Manager. This role will be instrumental in implementing the new Emergency Response Program in accordance with Executive Orders 23-02 and The successful candidate will work closely with a newly formed joint operations team from the Office of Community Health Services (OCHS) and the Office of Disaster Emergency Management (ODEM), contributing to various programmatic duties. The position operates within dynamic environments where established procedures may be limited, requiring adaptability and initiative.

Key Responsibilities: Reviewing documents to ensure compliance with retention laws and guidelines, assisting the Interagency Strategic Recovery Manager in tracking and interpreting guidelines, supporting the coordination of outreach calls and events, assisting the team with data management using various methods and formats, coordinating quarterly reporting to ensure alignment with applicable rules and Executive Orders, performing regular analysis, evaluation, research, and interpretation to execute administrative duties effectively, processing program invoices, maintaining billing records, and assisting with travel requests, and managing an inventory of program-issued equipment.

This position is eligible for hybrid work but is not suitable for full-time remote work. Occasional in-office and field work will be required. Terms of hybrid work and the work schedule will be discussed and agreed upon with the successful candidate and hiring manager.

For a full review of the position description, please click .

What We Are Looking For

Minimum Qualifications:

• Three 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 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:

• Demonstrated commitment to safeguarding sensitive information by adhering to established protocols and maintaining utmost discretion in handling confidential data, thereby fostering trust and integrity within the organization.
• Dedication to providing exceptional service by actively listening to customer needs, offering personalized solutions, and ensuring timely resolution of inquiries or concerns, resulting in heightened customer satisfaction and loyalty.
• Mastery of Microsoft Office suite tools (Word, Excel, PowerPoint, Outlook, etc.) with the ability to leverage advanced features and functionalities to streamline processes, enhance productivity, and produce professional-quality documents and presentations.
• A collaborative mindset demonstrated through proactive engagement, open communication, and willingness to support colleagues, fostering a positive team environment conducive to achieving shared goals and delivering outstanding results collectively.
• Sensitivity and respect towards diverse perspectives, backgrounds, and experiences, coupled with the ability to cultivate an inclusive workplace culture where all individuals feel valued, heard, and empowered to contribute their unique talents towards common objectives.

Application Details and Instructions

• Visit the to submit your application. Please ensure the work history in your applicant profile is up to date and attach a current copy of your resume. If you are a current State of Oregon employee, you must apply through your employee account.
• This announcement is for 1 limited duration, full time, AFSCME represented, Administrative Assistant (Classification: Administrative Specialist 2) position and may be used to fill future vacancies. This limited duration position is expected to last through June 30, 2025, and may be extended or made permanent based on agency need and budget approval.
• If you have questions about the announcement, or need an alternate format to apply, contact Senior Talent Acquisition Analyst, Amber Hurtienne at: |

The Benefits of Joining Our Team

It is the mission of Oregon Emergency Management to lead collaborative state-wide efforts, inclusive of all partners and the communities we serve, to ensure capability to get help in an emergency and to protect, mitigate, prepare for, respond to, and recover from emergencies or disasters regardless of cause. To learn more about our team and the work that we do, please visit the website.

Employee benefits include:

• Hybrid work environment for better work/life balance, 11 paid holidays a year, and a .
• Advancement and learning opportunities that will help grow your career with the State of Oregon.
• - Oregon's easy-to-use carpool matching tool and trip planner.

Additional Details

• Finalists will be subject to a computerized criminal history check. Adverse background data may be grounds for immediate disqualification.
• Agency does not offer visa sponsorship. Within three days of hire, applicants will be required to complete I-9 documentation and confirm authorization to work in the United States. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet Agency employment eligibility standards.
• Eligible veterans who meet the qualifications will be given veterans' preference. For more information, visit .

Helpful Links & Resources

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