Management Assistant 2

State of Oregon • Salem, OR

10d • Hybrid

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 Court Programs and Innovation (CPI) provides leadership and direction to help advance OJD’s communication, information sharing, and policy development and coordination, and to promote strategic decision-making and effectiveness. CPI’s Office of Education, Engagement, and Inclusion (OEEI) serves as the center for judicial and staff education and works to promote and foster an inclusive and just court system that provides fair and respectful court experience for court users, staff, and judges. OEEI is hiring a Management Assistant 2 to join their team based in Salem, Oregon. In this role, you will provide administrative support for OEEI’s judge education team and staff education team. As a first point of contact for customers, 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 also prepare, review, edit, and finalize communications to internal and external audiences. 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 and help with calendaring and scheduling. You will also update OEEI’s website, newsletters, and bulletins. Additionally, you will process accounts payable, including reviewing and paying vendor bills, reviewing and correcting travel expense reimbursement requests, and tracking expenditures, budgets, and leave reporting. You will spend part of your time ordering office supplies and processing mail. All assigned duties will be accomplished using established guidelines, procedures, and as directed by the supervisor. 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.
• 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 who may be facing challenging life circumstances, highly stressful situations, or trauma.
• Long periods of sitting or standing while working at a computer.
• Must be able to lift up to 30 pounds of training materials and other equipment as needed for events.
• Must use and be familiar, experienced, and comfortable with 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.

Nice To Haves

• Experience and proficiency in event planning, including event registration, calendaring, and coordinating facility arrangements and support.
• Experience performing a variety of clerical or administrative support tasks with strict, and often competing, deadlines in a fast-paced business or professional setting.
• Proficiency in Microsoft applications including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint and experience updating websites and learning management systems such as SharePoint and Workday.
• Experience providing customer service for both internal and external customers via phone, Teams, and email, including in high-stress or rapidly changing situations, and determining how best to provide help.
• Experience processing accounts receivable and accounts payable is preferred.
• Bilingual skills (includes ASL) if you can pass a skills test and are assigned to use those skills on the job.

Responsibilities

• Provide administrative support for OEEI’s judge education team and staff education team.
• Serve as a first point of contact for customers.
• Prepare, review, edit, and finalize communications to internal and external audiences.
• 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.
• Assist with calendaring and scheduling.
• Update OEEI’s website, newsletters, and bulletins.
• Process accounts payable, including reviewing and paying vendor bills.
• Review and correct travel expense reimbursement requests.
• Track expenditures, budgets, and leave reporting.
• Order office supplies.
• Process mail.

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).
• Other employee benefits such as optional insurances and 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.
• Eligible for Public Service Loan Forgiveness program.

What This Job Offers

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