Executive Support Specialist
: Job Details :

Initial Posting Date: 11/08/2024 Application Deadline: 11/17/2024 Agency: Oregon Department of Education Salary Range: $3,948 - $5,483 Position Type: Employee Position Title: Executive Support Specialist 2 Job Description: Position Title: Executive Support Specialist 2 Classification: Executive Support Specialist 2 Salary: $3,948 - $5,483 ($4,222 - $5,861PERS member monthly salary) Representation: SEIU (Service Employees International Union) Position Type: Permanent Time Type: Full Time We are hiring an Executive Support Specialist 2 to join our Office of Enhancing Student Opportunities at the Oregon Department of Education. If you're ready to join a passionate team dedicated to transforming education and empowering every student, we want to hear from you. Apply now to be a part of this exciting opportunity! This role is a hybrid of remote work and will need to report to office when business or operational needs are dependent on onsite activities. Remote work is embraced to the fullest extent possible without interfering with business. About Us: The Oregon Department of Education's (ODE's) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission, ODE has the vision to ensure all students have access to and benefit from a world-class, well-rounded, and equitable education system. The Office of Enhancing Student Opportunities (OESO) supports and monitors programs that provide direct services to diverse learners and assists in the development of strategies to address unique learning differences. Units in this office manage programs that include: Special Education Early Childhood Education Accountability and Program Compliance Capacity Building OESO seeks to build a culture of care and connection, one where people can help us make significant and important improvements in special education for the state of Oregon, while bringing their full, complicated human selves to the position. Other cultural markers of our team include trust and accountability, and a commitment to doing the work. For trust and accountability, what that means to me is we have an incredibly talented team. We have to be able to trust deeply in one another to do the work well. And, that means, we also need a culture of accountability where people take it on themselves to ensure the right work is completed in the right way at the right time. We are, unapologetically, anti-racist, anti-ableist, and anti-oppressive in our approach to the work. We recognize that the systems we've built and maintain cause harm to certain communities, and that it's our job to disrupt, dismantle, and transform those systems so that that is no longer the case. What You Will Do! As the Executive Support Specialist 2 you will provide confidential administrative support to the Assistant Superintendent and Directors of OESO. Duties require confidentiality, basic knowledge of the principles of work organization and simplification, and both written and verbal communication skills. Key Responsibilities: Executive Administrative Support Maintain Outlook appointment calendar for Assistant Superintendent; this may require exercising independent judgments to prioritize calendar requests and resolve scheduling conflicts Schedule and coordinate meetings at the request of the Assistant Superintendent, for agency staff, staff from other public agencies (both state and federal), school districts, the media, and the general public OESO Office Support Provide coordination support for all communication protocols for the Office including but not limited to: solicitation of content and preparation of OESO's weekly newsletter; coordination and maintenance of all internal office route slips; office directory; email and business distribution lists; electronic file directories; and other communication tools Make travel arrangements, including airline/hotel reservations and itinerary for regional and out-of-state travel as required and preparation of travel and expense claims Please click here to view the full position description Minimum Qualifications (Need to Have) 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. Minimum qualifications must be met to qualify for this position. Desired Attributes (Nice to Have): Candidates who are the most competitive will possess a compelling combination of the following background, skills, and experience: Experience providing support to Executive Level leadership including managing calendars and supporting meetings Intermediate skill and proficiency in Microsoft applications such as Outlook, Word, and Excel and the Google Suite applications such as Drive, Documents, Sheets, Forms and the ability to compose important documents paying attention to accuracy, grammar and punctuation. Ability to comfortably employ multiple electronic meeting platforms (GoTo meeting, Microsoft Teams, Skype, Zoom etc.) and be able to schedule, moderate and compile notes, chats and recordings from meetings. Excellent internal and external equity-driven customer service skills; striving for exceptional customer service; going out of your way to be helpful and pleasant and make things as easy as possible on our stakeholders and customers from culturally or linguistically diverse groups. Ability to respond to potentially intense and/or sensitive situations with customers using independent judgment to solve problems. Ability to handle inquiries for information with tact while still protecting the confidentiality of information. High aptitude for learning new things, flexibility in thinking and time management, detail oriented, and ability to switch priorities or projects seamlessly. Ability to effectively navigate state-agency policies and procedures. 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. Note: Preference may be given to bilingual/bicultural candidates 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 the attributes listed. Why Us? At ODE, we pride ourselves on creating an inclusive, collaborative, and innovative atmosphere. Autonomy is supported while also being offered opportunities to work in dedicated teams or partnerships across the agency. Our office supports a healthy work/life balance and shows genuine care for team members, students, partners, and school leaders. Our team members share and educate with passion for equitable practices and sustainable development for leaders across Oregon. We maintain a constant learning and growing mentality to strive for optimum innovation and consistently applied equity practices. Our amazing benefits include: Excellent medical, vision and dental benefit package for the employee and qualified family members with very low monthly out-of-pocket cost Paid days off - 11 paid holidays per year 3 additional paid Personal Business Days per year 8 hours of sick leave accumulated every month Progressive vacation leave accrual with increases every 5 years 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. Student Loan Forgiveness Program: if you have federal student loan debt or are thinking of going back to school, then you will want to look into this program. If you make 120 qualifying payments on your student loan while working full time for a qualifying employer, your student loan debt may be forgiven. If you currently work at an Oregon school district or education service district, we may be able to transfer in your sick leave balance! If you have a desire to make a difference in the lives of Oregonians, apply today! To Apply: Your cover letter and resume are the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position. Upload a resume and cover letter. In your cover letter, please include your qualifications relating to any of the desired attributes mentioned for this position (limit to no more than 2 pages). Your resume and cover letter may be uploaded in the Resume/Cover Letter field on the online application. Failure to attach a cover letter and resume may result in the disqualification of your application. In addition to your related work experience and education, we will use the attributes and minimum qualifications listed under the What we are looking for section above to determine whom to interview. Please make sure the attributes and minimum qualifications you possess are clearly demonstrated in your resume and cover letter. Important: Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit additional information after initial application. 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/Cover Letter. Internal Applicants: (this includes Current State of Oregon employees): Apply via your employee Workday account. Please contact ...@ode.oregon.gov if you have any questions on the application process. Would you like to learn more about this position or how our application process works? Join our Recruitment team during our ODE Career Chat Sessions. We can assist you with all your application and agency questions! 1st Thursday of the month - 11 am to 11:45 am (PST) Join ZoomGov Meeting Additional Information: 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. Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage. The job posting closes at 11:59 PM (PDT) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans' preference immediately following your submission. These questions are necessary to complete the application process. 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. External Applicants (non-state of Oregon employees): If you would like to retain a copy of this job posting, please print a copy before submitting your application. Once the job posting has closed, you will not be able to access the posting. Background Check: This position requires successfully passing a criminal record check, which may require a fingerprint-based records check and/or credit history check, as a condition of employment. If you need an accommodation under the Americans with Disabilities Act (ADA), have questions or need assistance with the application process, please contact us at ...@ode.oregon.gov. Please be sure to include the job requisition number. 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-###-####. 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 Resources for Job Seekers Get There - Oregon's easy-to-use carpool matching tool and trip planner. Live, work, and play in Salem, Oregon. For additional information, you may contact us by email at ...@ode.oregon.gov. 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. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application. Come for a job | Stay for a career | Make a difference...for a lifetime! Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you're looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon flies with her own wings.