Administrative Assistant - Salem, United States - State of Oregon

State of Oregon Salem, United States

2 weeks ago

Part time

Description

Job Description:

Oregon State Treasury is recruiting for the position of Administrative Assistant. The person in this role will provide administrative support for the supervisor who oversees our Risk & Resiliency Division.

The position is part-time and the schedule must meet these criteria:

20 hours a week
At least 4 days a week (Monday-Friday)
At least 4 hours on the days worked
All hours worked between 8am-5pm
Same work schedule each day; example daily work schedules: 8am-12pm; 9am-1pm; 11am-3pm; 12pm-4pm

Job Duties Summary

Maintain supervisor's calendar, including scheduling meetings, coordinating presentations, and advises supervisor of commitments; arrange for meetings and conferences.
Serve as a communication link between supervisor and other staff members.
Research information and compose correspondence and memos.
Complete testing of new business processes and provide feedback to project team on the results.
Proofread updated workflow documentation for a project or updates.
Maintain access and administer the electronic signature of documents.
Update and manage templates for the division.
Track division initiatives including trainings, certifications and team goals comparing the expected with the actual.
Provide administrative support during the legislative session by helping track legislative bills assigned to our division and making sure the analysis is completed and submitted by deadlines.
Facilitate the updating of the division policies and procedures.
Maintain filing systems on shared drive and follow proper records retention for division documentation.

Work Schedule

This position will have the opportunity for a hybrid (remote and in-office) work location schedule; in-office work will be predominately from Treasury's Salem office. The schedule will be approximately 90+% time spent remote with a minimum of eight times per year in-office presence, spread over each quarter of the year.

Salary Range

$20,862 - $28,530 annually (this is the half-time (20 hours per week) salary range for the position)

Job Classification

This position is classified as an Executive Support Specialist 1. This position is a SEIU represented position.

Required Minimum Qualifications

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.

Desired Attributes

Job Specific Attributes

Experience as an administrative assistant, office assistant, executive assistant, and/or department assistant in a professional setting.
Advanced experience with Microsoft Office suite products (specifically Outlook, Word, Teams, and SharePoint) in a professional setting.
Advanced experience with digital calendar management in a professional setting.
Smartsheet experience in a professional setting (a plus, but not required).

Core Attributes

Respect – Treats all individuals fairly and respectfully; works effectively with others; fosters an environment where opportunities to thrive are available to all; respects different values and viewpoints.
Teamwork – Acts in a professional, respectful, and courteous manner, recognizes the worth of others, and places the good of the team ahead of personal objectives.
Flexibility – Demonstrates willingness to change to meet organizational needs, professionally handles discomfort with a changing work environment, and remains calm in stressful situations.
Communication – Effectively articulates and exchanges information with internal and external stakeholders. Is prompt in responding to questions and inquiries.
Initiative – Takes appropriate action without waiting for explicit instructions, generates creative approaches to addressing problems and opportunities.
Critical Thinking – Identifies and weighs options, makes sound decisions after reviewing all relevant information, plans for potential problems, takes calculated risks, and recognizes impact of solutions.
Time Management – Prioritizes and manages time effectively across various competing tasks, demonstrating focus and adaptability, arriving on time for meetings, and meeting deadlines.
Attention to Detail – Demonstrates accuracy and thoroughness when accomplishing tasks.

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