Executive Support Specialist - Division of Child Support

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Job Description:

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.

Duties and Responsibilities (in part)

In this role as an Executive Support Specialist, you will closely work with the Division Leadership and others to provide administrative support. This role will 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. You will also serve as the primary communication link between among the Division Leadership and others for various issues. You will provide confidential assistance which may include help preparing recruitments and hiring materials, and coordination of information for personnel actions and personnel files. This role is not limited to 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. This role is responsible for maintaining and managing a SPOTS Visa card for the Director’s Office. The Executive Support Specialist truly has a variety of duties keeping each day interesting and busy.

Required Experience and Special Requirements

Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply, and allow us to evaluate the knowledge, skills, and abilities that you demonstrate, using an intentional equity lens.

• 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.

AND

• 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. Adverse findings will be evaluated to determine eligibility for the position.

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.

Preference may be given to candidate who is a current active Oregon Notary Public.

Desired and Requested Skills and Attributes

• 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.

What’s In It for You

• 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. This is a non-represented position.

For more information about our benefits, you can learn here.

Application Process

Candidates from diverse backgrounds are encouraged to apply.  The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age or disability, and is committed to workplace diversity.

• Click "Apply" and complete the online application and all supplemental questions.

• Attach your resume.

• Attach a cover letter identifying your attributes that meet the desired and requested skills.

If you are interested in assistance with completing your resume, cover letter, or interview workshops, please check out WorkSource Oregon here.

ALL APPLICANTS: You will only have one opportunity to upload the required resume and requested cover letter. In your cover letter please share why you think you would be a good fit for the position given your job experience and education. Drag and drop both your resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both requested documents didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact doj.recruitment@doj.oregon.gov. Any materials emailed will be associated on your behalf if received before the posting deadline.

CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply", update your employee profile to reflect your Education, Skills, and Job History (including your current job).

For additional information regarding working for the Department of Justice and application assistance, click HERE.

Oregon Department of Justice
1162 Court St NE
Salem, OR 97301
DOJ.recruitment@doj.oregon.gov

Phone: (503) 947-4328
Fax: (503) 373-0367