Executive Assistant (Executive Support Specialist 2)
About The Position
The Oregon Department of Human Services is seeking an Executive Assistant (Executive Support Specialist 2) to provide essential administrative support to the Director's Office for Aging and People with Disabilities (APD) programs. This role is crucial in supporting the Program Director, Deputy Director, Deputy Operations Director, and the executive team, ensuring the goals, mission, and objectives of the APD programs are met. The position requires an understanding of APD programs and involves acting as a support in management meetings, assisting with recruitment, serving on agency-wide committees, and ensuring programmatic needs are met.
Requirements
- One year of experience performing administrative duties in support of agency projects or programs.
- Experience with data collection and analysis.
- Experience with project evaluation and/or analysis.
- Experience with interpretation and application of laws, rules, and regulations.
- Experience providing proactive confidential administrative support to executive leadership, including calendar management, meeting scheduling, minute taking, and transcription.
- Experience coordinating travel and meeting technology support (e.g., video and in person conferencing, Teams and Zoom).
- Experience with billing, contracts, and invoicing, and assisting in collecting signatures and authorization for program communications.
- Experience with cell phone tracking and reporting, background checks, and recruitment processes and support.
Responsibilities
- Performs confidential administrative duties for the Executive Leadership in APD.
- Serves as the primary executive assistant for the Director of APD.
- Attends Management Team meetings and coordinates with program staff to provide assistance with minutes, action items, and responsible parties.
- Creates, distributes, and tracks meeting minutes and action items.
- Transcribes action items and meeting minutes into a standardized format and reviews them with Executive Management.
- May assist in other meetings providing similar support for program and Operations.
- Schedules meetings within ODHS and OHA and with partners, using Outlook and Doodle polls, and securing meeting locations.
- Prepares technology for meetings, including video conferencing, projectors, and laptops.
- Contacts partners and stakeholders including SEIU, Management in ODHS, APD, AAA Directors, and Legislators.
- Schedules conference calls with local, State, and Federal partners.
- Assists in developing materials, filing, copying, organizing, ordering supplies, and distributing documents for meetings.
- Submits and coordinates background check requests via ORCHARDS.
- Serves as Wireless Watchdog Coordinator for Central Office managers and staff.
Benefits
- Amazing benefits package
- Cost of Living Adjustments
- Possible eligibility for the Public Service Loan Forgiveness Program
- Annual salary increases (until you reach the top of the listed salary range)
- ODHS Employee Resource Group communities that promote shared learning
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
