Administrative Specialist 2
Open: January 7, 2022
Close: January 24, 2022
Salary: $3296-$4993
Apply online: https://bit.ly/3f80vF9
Due to the COVID-19 Pandemic, this position will start off fully remote with a possibility of returning to a physical office in the future.
We are seeking an Administrative Specialist 2 to join our team at the Oregon Department of Education. This is a limited-duration position scheduled to end June 30, 2023, however it may be extended pending funding.
Are you looking for a unit that encourages diversity and collaborative teamwork? If so, please consider joining our team!
The Investigations and Complaints Unit (ICU) is housed within our Government and Legal Affairs team. The ICU administers the agency’s formal complaint and appeal resolution processes, which includes investigating and responding to complaints of sexual conduct by non-licensed employees, contractors, agents, and volunteers and appeals involving discrimination in public education, Division 22 standards, restraint and seclusion, and retaliation.
As our Administrative Specialist, you provide direct support for the manager in this unit.
What are we looking for?
Candidates who are the most competitive will possess the following background, skills and experience:
● A minimum of two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR an equivalent combination of training and experience. One year of postsecondary education may be substituted for up to one year of the experience.
● Preference may be given to candidates with:
▪ Experience as a paralegal or legal assistant
▪ Experience conducting legislative history or other types of research
● Excellent verbal and written communication skills and professional demeanor, ability to positively represent the agency in a professional manner at all times.
● Strong customer service skills, experience communicating with diverse populations in person, by phone, and through electronic correspondence, experience communicating with challenging individuals facing intense/difficult situations.
● Effective member of team
● Ability to exercise consistent good judgment and use independent judgment to solve problems
● Ability to work with multiple deadlines, continual change and at times heavy workloads. Ability to maintain composure during stressful situations and offer grace to those in similar situations. The ability to pivot between competing priorities (including many same-day requests) and situations with ease and grace.
● Highly organized and detail oriented
● Able to take direction and work independently with little supervision
● Proficient in common computer programs and software, including Microsoft Office Suite, Adobe Acrobat, etc.
● Preference may be given to candidates who speak, read, and understand other languages in addition to English
Why us?
At the Oregon Department of Education, we hire a workforce representative of the communities we serve, understanding that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all of our employees can thrive. If you're driven by the passion to impact the lives of children and families statewide, the Oregon Department of Education is the place for you.
We also offer a generous benefit package with:
● Excellent medical, vision and dental benefit package for the employee and qualified family members with very low monthly out-of-pocket cost. In addition to standard medical benefits and employee leave, the state also provides additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and child care expenses.
● Paid days off –
o 11 paid holidays per year
o 3 additional paid "Personal Business Days" per year
o 8 hours of sick leave accumulated every month
o Progressive vacation leave accrual, starting at 8 hours per month, with increases every 5 years
You also get to live, work and play in Oregon where you have four beautiful seasons and access to beaches, mountains and the high desert.
How to apply:
Materials Required – Resume and Cover Letter addressing how you meet the skills and experience for this position.
External Applicants: Click on the “Apply” button and submit your resume and cover letter. Please make sure to attach all required documents in the section titled Resume/CV. View this video for help.
Internal Applicants: (this includes Current State of Oregon employees): Apply via your employee Workday account. View this job aid for help.
Be sure to check your applicant inbox periodically for updates and information requests. Failure to respond to these requests may delay the review of your application materials.
Help Your Application Rise to the Top!
Your candidate profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and showcase the amazing skills and experience, making you the best candidate for the position. Candidates whose training and/or experience most closely match the requirements and needs of the position and who attach all necessary documents will be eligible for an interview. Submissions will be screened for consistency of information and communication skills at the professional level (attention to detail, spelling, grammar, etc.).
Additional Information
• Covid-19 Vaccination Requirements: The State of Oregon requires all executive branch employees to complete their COVID-19 vaccination series or have an approved exception to the requirement due to a medical condition or sincerely held religious belief. Successful candidates for this position must submit vaccination documentation or be approved for an exception prior to their first day of employment. Failure to provide proof of full documentation or receipt of an approved exception will lead to withdrawal of the job offer. For more information, visit our policy listed here.
• Salary Range: The range listed is the Non-PERS salary range. Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS.
• Representation: This position is represented by the Service Employees International Union (SEIU)
● Communication: Please monitor your Workday account, as communication will be sent to your Workday account. You must have a valid e-mail address to apply.
• Future Vacancies: This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.
• Background Check: This position requires successfully passing a criminal record check, which may require a fingerprint-based records check, as a condition of employment.
• Veterans: Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: Veterans Resources. You may also call the Oregon Department of Veterans' Affairs at 1-800-692-9666.
• Visa Sponsorship: The Oregon Department of Education does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. The Oregon Department of Education is an E-Verify employer. If you are the successful candidate you must present your I-9 acceptable documents (See page 3) for employment verification.
Helpful links and contact information:
Learn more about ODE
Understanding the State Application Process
Help & Support webpage
Learn more about Oregon
For additional information you may contact us by e-mail at ode.jobs@state.or.us.
The Department of Education is an equal opportunity, affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.