Executive Assistant to Assistant Superintendent of Office of Finance and Information Technology (Executive Support Specialist 2)

Initial Posting Date: 08/11/2023 Application Deadline: 09/03/2023 Agency: Oregon Department of Education Salary Range: $3,624 - $5,330 Position Type: Employee Position Title: Executive Assistant to Assistant Superintendent of Office of Finance and Information Technology (Executive Support Specialist 2) Job Description: Position Title: Executive Assistant to Assistant Superintendent of Office of Finance and Information Technology Classification: Executive Support Specialist 2 Salary: $3,624.00 - $5,330.00 We are seeking an Executive Assistant to Assistant Superintendent of the Office of Finance and Information Technology (Executive Support Specialist 2) in our Office of Finance and Information Technology at the Oregon Department of Education. This is a permanent management service position. This is a hybrid role that is required to report to the office when business or operational needs are dependent on onsite activities. Remote work is embraced to the fullest extent possible without interfering with business. 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! Join us every Thursday from 11:00am-11:30am. Click Here to Join ODE Career Chats! Meeting ID: 229 488 288 526 Passcode: gohDji 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 Finance and Information Technology (OFIT) provides timely and reliable fiscal, administrative, and information technology services. This work is designed to ensure that all agency services adhere to applicable laws and regulations while seeking solutions focused on the needs of Oregon’s children. OFIT contributes to an infrastructure that allows ODE staff to focus on the core mission of leadership, accountability, and school improvement. OFIT consists of six units for Financial and Budget Services, Business Services, Procurement Services, School Finance, and Facilities, and Information Technology. Collectively, the office covers a full range of business services that are provided to support agency staff and external partners. Through these different Units: mail is processed; bills are paid; contracts are developed and executed; the agency budget is developed; funds are managed and distributed to local schools districts and ESDs; school buildings are monitored to ensure the safety of our children; information technology and project management support is given to both internal and external customers; technology solutions are developed, enhanced, and managed; and agency facilities/space issues are addressed. OFIT acts as reliable customer service partners for the rest of the agency and its external partners to meet business needs and objectives of our mission. What you will do! As the Executive Assistant to Assistant Superintendent of Office of Finance and Information Technology your primary responsibilities will include: Providing direct supervision to the agency’s front desk staff Providing administrative and executive support to the Assistant Superintendent of the Office of the Finance and Administration Please click here to view the full position description 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. Desired Attributes (what we are looking for): Candidates who are the most competitive will possess a compelling combination of the following background, skills, and experience: Ability to anticipate administrative and executive support needs of the Assistant Superintendent including calendar management, executive planning, and travel coordination. Strong verbal and written communication skills including the ability to gather information and correspond with other agency staff, the Governor's office, legislative staff, other state agency directors or their staff, federal government personnel, and/or the public. Strong organizational and project management skills and ability to manage multiple priorities; work with multiple deadlines, continual change, and at times heavy workloads; and pivot between competing priorities (including many same-day requests) and situations with ease and grace. Ability to navigate sensitive topics, timelines and conversations and ability to take confidential meeting minutes including technical and legal information. Ability to maintain files, reports, instructions, and guidelines that are used by executives and internal staff. Knowledge of management and operations of reception desk including the ability to screen callers and visitors. Experience providing direction and supervision to staff. 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. 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. Failure to attach a resume and cover letter will 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/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. Please contact ode.jobs@ode.oregon.gov if you have any questions on the application process. 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.jobs@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 1-800-692-9666. 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 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 e-mail at ode.jobs@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. 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. 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.”