Executive Support to the Director of Treatment Services (Executive Support Specialist 1)
About The Position
The Executive Support to the Director of Treatment Services position provides confidential administrative support to The Director of Treatment Services. This position provides comprehensive executive and administrative support by managing calendars, emails, communications, and official documentation for leadership. The role includes preparing materials, maintaining organized tracking systems, processing invoices, coordinating travel, and supporting budget audits. This position supports department operations by organizing meetings, preparing agendas and documents, taking minutes, managing TEAMS content, and ensuring accurate reporting to leadership as well as offering technical assistance to staff on policies and systems, coordinating special events and trainings, and overseeing compliance with mandatory training requirements. Across both campuses, this position ensures smooth operational support, maintains inventories, distributes materials, and provides customer service coverage during standard business hours.
Requirements
- 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.
Nice To Haves
- Excellent computer skills to include knowledge of Microsoft Word, Access, Publisher, PowerPoint, Teams, Excel and Outlook.
- Experience coordinating special events, trainings, and other activities which includes scheduling, agenda development, document preparation, onsite support, presenter coordination and escorting, action tracking, report-outs, attendance tracking, minute-taking, and management of associated TEAMS content.
- Experience providing technical assistance and guidance to staff.
- Experience with procurement, accounting and/or budgeting.
- Excellent written and oral communication skills.
- A minimum of 3 years of office experience, preferably within a medical setting.
Responsibilities
- Provides confidential administrative support to the Director of Treatment Services.
- Manages calendars, emails, communications, and official documentation for leadership.
- Prepares materials, maintains organized tracking systems, processes invoices, coordinates travel, and supports budget audits.
- Organizes meetings, prepares agendas and documents, takes minutes, and manages TEAMS content.
- Ensures accurate reporting to leadership.
- Offers technical assistance to staff on policies and systems.
- Coordinates special events and trainings.
- Oversees compliance with mandatory training requirements.
- Ensures smooth operational support across both campuses.
- Maintains inventories and distributes materials.
- Provides customer service coverage during standard business hours.
Benefits
- Excellent, low-cost medical, vision, and dental coverage for you and your family.
- Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
- Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
- Potential eligibility for the Public Service Loan Forgiveness Program.
- Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
- Training and development opportunities to grow your career with the State of Oregon.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
