Executive Support Specialist - Division of Child Support

State of Oregon • Salem, OR

4d • $4,023 - $5,371 • Onsite

About The Position

The Oregon Department of Justice Division of Child Support (DCS) Director’s Office is seeking to hire an administrative professional as an Executive Support Specialist 1 to assist the Division’s Leadership and others with confidential administrative assistance. The successful candidate will be required to anticipate the needs of the Director and executive team to make the best and most efficient use of time and resources. You will be the go-to person for division executive team and serve as the communication link between team and others in the program. The Oregon Child Support Program, administered by the Division of Child Support, is part of the federal child support program, which is one of the top four anti-poverty programs in the nation. Become part of a program whose mission is supporting parents to support children. Your contributions will make a difference in the lives of Oregon’s most valuable resource—our children. You will find that we embrace inclusive and supportive work environments and respect the diverse perspectives, knowledge, and experiences of our coworkers and those seeking to join the organization. We strive to build an inclusive and performance-oriented workplace where all individuals are welcomed and appreciated, leading to increasingly higher levels of fulfillment and success. Apply today! State Management Service personnel are responsible for understanding the Department of Justice’s affirmative action goals and objectives and to develop and implement plans to meet them. In addition, all managers of the Department must recognize the value of individual and cultural differences, create work environments where individuals’ differences are valued, and consistently treat staff, colleagues, customers, stakeholders, and partners with dignity and respect.

Requirements

• Three years of clerical/secretarial experience which included: one year at a full performance level 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.
• An Oregon Driver's License.
• Finalists must pass a comprehensive employment reference check and fingerprint-based criminal background check.
• A driver history check will be included for positions requiring state vehicle driving privileges.
• This position will be required to obtain a Notary Public commission within six months of being hired and will maintain the commission throughout the duration of this appointment.

Nice To Haves

• Preference may be given to candidate who is a current active Oregon Notary Public.
• Excellent communication both written and verbal.
• Excellent interpersonal skills.
• The ability to thrive working independently and as a team.
• Detail oriented.
• Proficient in Excel, Word, and Outlook.
• Strong time management and ability to prioritize while managing multiple tasks and having to shift priorities.

Responsibilities

• Coordinate the scheduling and calendaring of meetings.
• Take meeting minutes for multiple committees and executive team.
• Coordinate travel and process travel and other reimbursements as necessary.
• Serve as the primary communication link between the Division Leadership and others for various issues.
• Provide confidential assistance which may include help preparing recruitments and hiring materials, and coordination of information for personnel actions and personnel files.
• Maintain general clerical duties such as the maintenance for the central filing systems, archiving and recording retentions of files, opening, and sorting mail, providing assisting with motor pool car reservations, and helping to coordinate virtual meetings.
• Maintain and manage a SPOTS Visa card for the Director’s Office.

Benefits

• Job satisfaction as part of a team whose mission is to work with Oregon’s government agencies to provide support and promote the well-being of Oregon children.
• Permanent, full-time employment.
• Vacation, sick leave, 11 paid holidays a year, and special days off.
• Excellent medical, dental, and vision benefits.
• Pension and retirement programs.
• An agency committed to equal opportunity and workforce diversity.
• Endless peer and management support.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed