Management Assistant 2 (Intake Specialist)

State of Oregon • Salem, OR

3d • Onsite

About The Position

The Office of the State Court Administrator (OSCA) within the Oregon Judicial Department (OJD) oversees Oregon's statewide, state-funded court system. OSCA promotes efficient, statewide improvement and supports local courts in responding to community and statewide needs. OSCA’s new Office of the Ombudsman ensures public trust and confidence in the court system by providing a rule-based standardized process for the public to submit concerns about their experience in a court proceeding. The Office of the Ombudsman reviews submitted concerns and takes action as needed to resolve concerns. This position is for an Intake Specialist (Management Assistant 2) to join the team in Salem, Oregon. As a first point of contact for the office, you will help the team make a great first impression. You will interact with judges, trial court administrators, court staff, OSCA division staff, state and local agencies, and the public. You will perform confidential administrative duties. You will prepare, review, edit, and finalize outgoing communications to internal and external audiences. When you receive communications, including questions and concerns, you will enter, track, and manage them within our system. You will respond as directed by the Ombudsman, the Program Analyst, and the Executive Services Division Supervisor. You will help the team prepare for training sessions, conference presentations, committee meetings, and work group sessions. You will make travel arrangements, process event registrations, send confirmation emails, create sign-in sheets and name tags, and update presentation materials. You will take and share meeting minutes, update internal SharePoint sites, and help with calendaring and scheduling. You will also process accounts payables for the office. All assigned duties will be accomplished using established guidelines and procedures and as directed by management. Assigned duties may change to accommodate workload and organizational needs.

Requirements

• High school diploma or equivalent.
• At least five (5) years of secretarial or administrative experience demonstrating the knowledge, skills, and abilities needed for the position.
• Any combination of education and experience equivalent to five (5) years of experience that typically supports the knowledge, skills, and abilities for the position.
• Experience performing a variety of clerical or administrative support tasks with strict, and often competing, deadlines in a fast-paced business or professional setting.
• Experience identifying and working with highly sensitive and confidential information.
• Experience interacting with individuals via phone or written correspondence, who may be upset and facing challenging circumstances, highly stressful situations, or trauma.
• Experience and skill in writing and reviewing documents for accuracy and content.
• Excellent verbal and written communication skills.
• Ability to be patient and kind in all communications.
• Excellent teamwork.
• Ability to manage large volumes of information arriving from various sources.
• Frequent phone and in-person contact with people from diverse backgrounds.
• Occasional phone and in-person contact with people for whom a patient and kind response is particularly important.
• Long periods of sitting or standing while working at a computer.
• Frequent reading of digital and hard copies of documents.
• Must use, and be familiar, experienced, and comfortable using, a full array of current technology tools and office software programs for accessing and doing work and research, and for communications on and off the worksite.
• Regular use of the following equipment: telephone, OJD-assigned computer with multiple monitors, calculator, fax machine, photocopier, overhead projector, and other AV/multimedia presentation equipment.
• Ability to complete the U.S. Department of Homeland Security’s I-9 form confirming authorization to work in the United States within three days of hire.
• Preserve the confidentiality of information received in the course of OJD employment.

Nice To Haves

• Experience working for the Oregon Judicial Department is desirable.

Responsibilities

• Perform confidential administrative duties.
• Prepare, review, edit, and finalize outgoing communications to internal and external audiences.
• Enter, track, and manage communications, including questions and concerns, within the system.
• Respond to inquiries as directed by management.
• Assist in preparing for training sessions, conference presentations, committee meetings, and work group sessions.
• Make travel arrangements.
• Process event registrations.
• Send confirmation emails.
• Create sign-in sheets and name tags.
• Update presentation materials.
• Take and share meeting minutes.
• Update internal SharePoint sites.
• Assist with calendaring and scheduling.
• Process accounts payables for the office.

Benefits

• 95% to 99% of medical insurance premiums paid for full-time employees, including mental health coverage.
• 10 paid holidays.
• 2 floating holidays.
• 3 personal business days.
• Separate sick and vacation paid leaves (prorated for part-time employees).
• Optional insurances.
• Flexible spending plans.
• 5% allowance for bilingual skills (includes ASL) if you can pass a skills test and are assigned to use those skills on the job.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED