Executive Support Specialist

State of Oregon•Salem, OR

2d•$3,798 - $5,193•Hybrid

About The Position

Join our team as the executive support specialist, where you will provide critical assistance to the wireless communications manager and team. In this role, you will coordinate calendars and meetings, coordinate recruitment and onboarding efforts, prepare reports and develop and implement procedures to ensure efficient work flow amongst the team. We provide a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. We encourage people from all backgrounds and abilities to apply for our positions.

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

Experience identifying and working with highly sensitive and confidential information.
Experience performing a variety of administrative support tasks with strict, competing deadlines in a professional setting.
Experience interacting with individuals via phone or written correspondence.
Strong organizational skills with experience managing complex calendars, coordinating events and tracking follow-ups to ensure accountability.
Clear and effective oral communication.
Proficiency in Microsoft applications including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.

Responsibilities

Provide high level, confidential administrative support for the Wireless Communications Section.
Assist the management team including managing complex scheduling, correspondence and daily executive operations with accuracy and discretion.
Provide human resource related assistance including preparing recruitments, documentation, position descriptions and onboarding coordination.
Develop procedures, systems and/or forms to ensure efficient flow of information and services regarding programs between Wireless Communications section and other areas of the branch, agency or business partners.
Serve as a communication link for the Wireless Section Manager with entities such as ODOT Director's Office, Oregon Transportation Commission, Maintenance & Operations Branch, and Region & District staff.
Coordinate computer security/computer support requests and serve as the section cellular asset site coordinator.
Coordinate building work order requests with facilities.
Manage multiple priorities, deadlines and competing requests.