Executive Assistant - Salem, United States - State of Oregon

Description

Job Description:

We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the as our guide toward our vision of an agency free of racism, discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply.

Dive into a world of opportunity as an Executive Assistant, where your skills will shine in a diverse and inclusive environment that values every voice and perspective.

We are seeking a talented and proactive Executive Assistant (Executive Support Specialist 1) to join our team and provide high-level administrative assistance to our Aging and People with Disabilities (APD) Program Director, Deputy Directors, and the Executive team. An understanding of the programs in APD is vital to this position as you will support the Program Director and other Executive leadership, and also acts as a member of the management team, supporting meetings, hiring and recruitments, agency-wide committees and ensuring that programmatic needs are supported. Apply today

Oregon Department of Human Services (ODHS), A place to belong and make a difference

• When you join the , you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.
• Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS' overall mission and vision.
• We are committed to building an antiracist and equitable agency. Equity is foundational to our role as a human services agency and we are committed to integrating equity into all we do. The has four points that explain the agency's goals related to equity, inclusion, and racial justice.
• We know that life is unpredictable and ODHS cares about keeping you well. Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and including health, dental, vision and much more

What you need to qualify

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.

Essential attributes

We are looking for candidates with:

• Experience performing confidential administrative duties for Executive Leadership including scheduling and recruitment tasks.
• Experience taking meeting minutes, documenting action items, and following up to ensure action item completion.
• Familiarity with purchasing and invoicing, and experience reconciling purchases and reporting expenditures.
• Experience scheduling and supporting large scale meetings, including technical preparation and scheduling interpreters and CART services (real time captioning).
• Continuous professional and personal learning of cultural awareness, diversity, equity, inclusion, and access.

Please be sure to clearly describe how you meet these attributes within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.

Your duties at a glance

As an Executive Assistant, you will:

• Perform confidential administrative duties for the Executive Leadership in APD.
• Attend APD Management Team meetings and coordinates with program to provide assistance with minutes and tracking action items and responsible parties.
• Review meeting minutes with Executive Management.
• May assist in other meetings providing similar support for program and Operations.
• Required to understand program structure within APD.
• Schedule meetings within ODHS and OHA and with partners.
• Use Outlook and Doodle polls as needed and secures meeting locations.
• Prepare technology such as video conferencing, projectors, laptops and presentations.
• Schedule interpreters and CART services as needed.
• May contact partners and stakeholders including SEIU, Management in APD, AAA Directors and Legislators.
• Schedule conference calls, Teams meetings, and Zoom meetings with local, State, and Federal partners.
• Assist in developing materials, filing, copying, organizing, ordering supplies and distributing documents for meetings.
• Purchase, track and reconcile purchases using an agency SPOTS procurement card.
• Submit and coordinates background check requests via ORCHARDS.
• Serve as a Wireless Watchdog Coordinator for Central Office managers and staff.
• Work closely with all policy and program staff and APD ESS2s and administrative support staff to facilitate the process for proper publication and distribution of transmittals (Information Memorandums, Action Requests, and Policy Transmittals) and ensures that the final product contains no sensitive client information or conflicting information.
• Participate in ODHS committees as needed.
• Assist in facilitating recommendations from these groups and coordinating information across APD support staff.
• Provide assistance and backup to other administrative support staff and their duties.

Working conditions

• Hybrid-work optional. Many job duties with sufficient training may be completed from a remote work location.
• You will work a professional workweek, generally between the hours of 8am and 5pm Monday through Friday. Some flexible scheduling may be possible on case-by-case basis.
• Some travel may be required.
• This job may require standing for periods of time, occasional lifting and stooping, and filing.
• Requires the ability to lift materials and equipment (i.e. laptop, projector), and copies of materials for distribution.