Description
Initial Posting Date: 12/02/2024 Application Deadline: 12/16/2024 Agency: Department of Transportation Salary Range: $3,477 - $4,755 Position Type: Employee Position Title: Executive Assistant Job Description: Executive Support Specialist 1 – Executive Assistant Oregon Department of Transportation Delivery and Operations Division – Region 1 Administrative Services Section Portland The role: Join our team as an executive assistant! In this role, you will support three area managers and the project services manager, you’ll work closely with crews and assist with meetings and agendas. You’ll have the opportunity to see transportation projects from conception to completion! We need your organizational and administrative skills - apply today! Hybrid work options available – up to 3 days per week working remotely is allowed based on business needs! We encourage people from all backgrounds to apply for our positions. We hope you’ll join us on our path to increasing diversity, equity, inclusion and belonging through our values, commitments, strategies and actions. Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile. A day in the life: Provide confidential administrative and executive assistance to managers. Schedule appointments and maintain calendars for high level managers. Prepare agendas and take meeting minutes. Route paperwork for digital signatures. Maintain personnel records and organizational charts. Coordinate meetings and conferences, travel itineraries and accommodations. Assist hiring managers with recruitments. Purchase program specific supplies and trainings. Work involves handling multiple priorities and projects with frequent interruptions. Work is performed in an office environment using a computer. To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov. What’s in it for you: Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer. Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying. The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%. Public Service Loan Forgiveness opportunity! Want to know about new job postings? Subscribe to receive weekly email notifications! Minimum qualifications: Three years of clerical/secretarial experience which included: one year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures. Note: 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. What we’d like to see: If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience, education and alignment with ODOT values to help us decide who will move forward. Experience providing dedicated administrative support to upper-level management. Knowledge of research techniques sufficient to collect, analyze, interpret and report data in both a narrative and statistical format. Experience helping professional staff with a variety of special projects and assignments relating to project delivery, streamlining, process improvement or management issues. Demonstrated organizational skills. Demonstrated advanced skills using Microsoft Office 365 including Word, Excel, PowerPoint and Outlook. How to apply: Complete the following required steps: Fill out the application or attach a resume. Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer. Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the “what we’d like to see” section above. Your cover letter must be limited to no more than two (2) pages. Please address your cover letter to Anne Cockrell, Administrative Services Manager. Generic cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities. You must upload your cover letter in the ‘Resume/Cover Letter’ section of the application. Complete questionnaire. Answer the checkbox-style questions before submitting your application. After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox. If you are a veteran, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments. Need help? For questions, call 503-910-6372 or email ODOTRecruitmentCC@odot.oregon.gov. Additional information: We do not offer visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension]. We are also unable to proceed with Curricular Practical Training (CPT) program requests. We may use this recruitment to fill multiple or future vacancies. We will conduct name-based criminal background checks on final candidates, including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and/or education verification as required for the position. You will be represented by the Service Employees International Union (SEIU). ODOT is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process. For questions, concerns, or complaints regarding EEO/AA/ADA, contact 1-877-336-6368 (1-877-EEO-ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503-986-3700. Oregon Relay Service can be reached by calling 7-1-1. #LI-ODOT #LI-DNP #LI-Hybrid 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.”
