• Job Description

  Req#: REQ-140736

  Initial Posting Date:

  10/24/2023

  Application Deadline:

  11/07/2023

  Agency:

  Department of Human Services

  Salary Range:

  $3,624 - $5,330

  Position Type:

  Employee

  Position Title:

  Executive Support Specialist 2

  Job Description:

  We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the Equity North Star as our guide toward our vision of an agency free of racism, discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply.

  Do you want an opportunity to build a career with an agency that is committed to fostering a culture of inclusion where every person knows they belong, feels empowered to bring their whole self to work, and is inspired to grow? If you’re the type of person that shines in an executive support role with a dynamic team, we have a great opportunity for you.

  We are seeking an Executive Support Specialist 2 to support both our Imaging and Records Management Services and Background Check teams in Salem.

  The primary purpose of this position is to provide direct secretarial, confidential, and administrative support to the Imaging and Records Management Services (IRMS) & Background Check Unit (BCU) Administrator, the IRMS & BCU leadership teams, and units by ensuring the operational and cultural priorities of the Administrator are executed. This position provides direct supervision to the support staff for both IRMS and BCU.

  Oregon Department of Human Services (ODHS), A place to belong and make a difference!

  • When you join the ODHS , you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.

  • Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS’ overall mission and vision.

  • We are committed to building an antiracist and equitable agency. Equity is foundational to our role as a human services agency and we are committed to integrating equity into all we do. The Equity North Star has four points that explain the agency's goals related to equity, inclusion, and racial justice.

  • We know that life is unpredictable and ODHS cares about keeping you well. Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and competitive benefits packages including health, dental, vision and much more!

  What you need to qualify

  One year of experience performing administrative duties in support of agency projects or programs.

  Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

  Essential attributes

  We are looking for candidates with:

  • Intermediate/Advanced experience in coordinating a variety of meeting requests to include in person, virtual and hybrid and taking detailed meeting minutes and action items.

  • Intermediate/Advanced experience with virtual meeting software such as Teams and Zoom.

  • Strong communication skills (verbal and written).

  • Experience managing calendars, scheduling meetings and events.

  • Experience contributing to a work environment that honors and respects diversity.

  Please be sure to clearly describe how you meet these attributes within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.

  About the program

  The Imaging and Records Management Services unit converts more than three million pieces of paper - applications, bills, claims, checks and more - into electronic documents each month. Imaging this information makes it more readily available to the people who need it and saves money on storage costs.

  We currently serve a wide range of customers across the ODHS/OHA agencies: Integrated Eligibility, HSD, DELC, APD/SSP, Human Resources and many more, and want to gain more agencies we can partner with to assist with their document imaging and retention needs.

  These electronic documents are stored in a repository called the Electronic Document Management System (EDMS). Access to these documents is available to ODHS and OHA employees only.

  Your duties at a glance

  As an Executive Support Specialist 2, you will:

  • Provide executive secretarial support to the IRMS/BCU Administrator. This includes representing the Administrator and making decisions on their behalf.

  • Research calendar scheduling conflicts and reschedules non-essential meetings to clear conflicts.

  • Assist department staff in scheduling meetings by identifying non-critical meetings that may be rescheduled to accommodate more time-critical meetings.

  • Maintain the highest levels of confidentiality and security.

  • Create and distribute agendas and minutes for various meetings, including the IRMS and BCU weekly leadership meetings. Is an active member of the management team including completing assignments made at the leadership meeting, and/or following up on action items from prior meetings.

  • Track budgeted and non-budgeted position statuses. Requires direct collaboration with Agency and Shared Services Position Management team.

  • Track agency and unit required trainings. Ensure all staff comply with training requirements.

  • Interview job applicants and recommend hiring new staff members to the hiring manager.

  • Supervise, coach, and provide guidance to employees. Explain policy, procedures, and employee rights; arrange or provide training and coaching.

  • Assign work, monitor work performance, evaluate performance levels, and complete annual performance appraisals following current policy and procedures for staff supervised.

  • Review urgent or time sensitive work requests, assign work to appropriate staff.

  • Model a positive attitude regarding diversity.

  • Communicate the importance of diversity in staff meetings and include diversity discussions in communications with staff.

  • Utilize the diversity within the workforce by incorporating the diverse perspectives into business or service delivery decisions.

  • Purchase items on SPOTS card and reconcile monthly statements and prepares for manager’s signature.

  • Make arrangements for meetings including scheduling/canceling rooms, setting up Teams, etc.

  Working conditions

  • Regular work schedule is Monday – Friday from 8am – 5pm.

  • Work is performed in a fast-paced environment.

  • Work may be completed remotely, in office or in a hybrid arrangement.

  • Occasionally, during peak work periods, evening and weekend work may be required to complete critical tasks.

  • Occasional in-state and overnight travel may be required.

  • Must have the ability to effectively work collaboratively in a team setting and contribute to a positive, welcoming, and inclusive work environment.

  • This position is required to work on multiple tasks simultaneously, sometimes within short time frames and to handle rapidly changing priorities and deadlines.

  Application instructions & requirements

  Your work history profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and demonstrate your skills, lived and/or work experience that shows you are an excellent candidate for the position.

  • A cover letter is required. Attach a cover letter that demonstrates how you meet the qualifications and essential attributes for the position.

  • Please upload a resume or complete the work history profile. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

  • Current State of Oregon employees: Apply via your employee Workday account.

  • If you are not a current State of Oregon employee, view this application instructional video.

  • After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.

  Additional requirements

  • Finalists for this position will be subject to a computerized criminal history and abuse check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.

  • The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.

  Helpful information

  • This position is a Management Service non-supervisory position and is not represented by a union.

  • This recruitment may be used to fill future vacancies.

  • Have questions about Workday, and want some tips on understanding the state application process? Check out our Oregon job opportunities page.

  • If you need an accommodation under the Americans with Disabilities Act (ADA), have questions or need assistance with the application process or have questions about the job duties or application process, please contact, Marina.Nieblas@odhs.oregon.gov via email. Please be sure to include the job requisition number.

• About the company

  Oregon (/ˈɒrɡən/ ORR--gən) is a state in the Pacific Northwest region on the West Coast of the United States.

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