https://oregon.wd5.myworkdayjobs.com/en-US/SOR_External_Career_Site/job/Portland--DEQ--Multnomah-Street/Executive-Assistant--Central-Services-Division--Executive-Support-Specialist-2-_REQ-167433
The Oregon Department of Environmental Quality strives to build and sustain an inclusive environment that embraces and values diversity. Employees at all levels of the agency work together to foster fairness, equity, inclusion, and belonging. We are an equal opportunity employer and do not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age, or physical or mental disability. Candidates from diverse backgrounds are encouraged to apply. We are most interested in finding the best candidate for the job, and that candidate may not meet every one of our listed preferred qualifications. Lived experience may count towards the preferred qualification. If you are excited about this position, we encourage you to apply. If you are unsure as to whether or not you meet the qualifications of this position, please contact us to discuss your application.
Are you passionate about preserving, enhancing, and protecting Oregon’s environment? If so, please consider a career with the State of Oregon at the Department of Environmental Quality (DEQ). At DEQ, employees have the opportunity to work with a dynamic and supportive team of mission-focused individuals tasked with maintaining, restoring, and enhancing the quality of Oregon’s air, land, and water. Here is a video about DEQ: https://youtu.be/iP3K7JoLe1k
The Oregon Department of Environmental Quality has a full-time opportunity available for an Executive Assistant, Central Services Division (Executive Support Specialist 2) in Portland, Oregon.
Please consider joining an innovative team, and work to advance our agency’s mission to protect and improve Oregon’s environmental quality. The Central Services Division (CSD) assists the Agency in achieving its mission by providing central management services for the agency in accounting, budgeting, information systems, human resources, health and safety, training, policy and organizational development, purchasing, and facilities management. The division serves headquarters and 3 regional divisions, the Vehicle Inspection Program, and the Laboratory and Environmental Assessment Division. Services are provided for over 800 positions, various local and regional governments, and directly to citizens.
Click here to view a map of all of the DEQ offices.
What you will do!
You will serve as the assistant to the Central Services Division (CSD) Administrator. You will provide confidential executive support, maintain the daily schedule, arrange meetings and conference calls, track tasks and deadlines, develop communications, research, edit and summarize material, coordinate and execute special projects, make travel arrangements, and manage phone calls and visitors for the CSD Administrator. You will also provide support to the CSD Administrator with collective bargaining, such as compiling, researching, and developing bargaining concepts, and taking notes and meeting minutes.
What’s in it for you!
The opportunity to work in a productive and creative environment where no two days are ever the same! We offer a competitive benefits package that offers comprehensive medical, dental, and vision plans for the employee and their qualified family members, as well as paid sick leave, vacation leave, personal leave, and 11 paid holidays a year. In addition, we offer membership in the Public Employees Retirement System (PERS), and you have the opportunity to potentially receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). If you are passionate about Oregon's environment, apply today!
This is a full-time, management service confidential position.
This recruitment may be used to fill future vacancies.
What are we looking for?
Minimum Qualifications: 1 year of experience performing administrative duties in support of agency projects or programs. Qualifying experience could involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.
Candidates who are most competitive will also reflect the following:
- Demonstrated experience and personal commitment to building and sustaining an equitable and inclusive culture where all team members feel empowered to contribute.
- Experience providing administrative support and performing or coordinating office work for executive management and/or director-level positions of a complex organization, including coordinating scheduling of multiple partner entities, maintaining work plans for multiple and interrelated groups both within and outside of the organization, reviewing communications for clarity and tone, and working with members of a decision-making body around meeting preparation and management.
- Excellent verbal and written communication skills; experience composing, formatting, and editing with appropriate grammar and punctuation; strong proofreading skills with an ability to pay attention to detail.
- Experience planning and coordinating meetings and events, including preparing agendas and taking meeting minutes.
- Experience with records management, database management, and project management; experience with data research, collection, and analysis.
- Ability to use individual initiative and judgment when interpreting guidelines and policies; experience resolving problems and making judgments and decisions that may be precedent setting with long range effects.
- Ability to work on tight deadlines in intense environments; strong organizational and time management skills, with an ability to switch priorities or projects seamlessly.
- Proficiency using Microsoft Office products (Word, Excel, Outlook, Teams, and PowerPoint) and virtual meeting tools (Zoom and Teams).
- Experience providing executive support in the public sector.
- Experience providing executive support in a union environment.
- Excellent customer service and interpersonal skills, including the ability to calmly, tactfully, professionally, and clearly explain, interpret, and apply Federal and State laws, policies, procedures, rules, and regulations to a variety of diverse audiences.
- Experience working with confidential records.
Working Conditions:
DEQ believes in a diverse and inclusive work environment. All employees are expected to contribute to a work environment that collectively values and benefits from respecting its diversity and promotes a culture of inclusiveness.
This position will be based out of DEQ’s Headquarters office in Portland and will require in-office work at least 1-4 days per month. The successful candidate may be eligible for hybrid work. The logistics of hybrid work will need to be worked out with the Hiring Manager prior to your hire and may be changed at any time given specific job duties and business needs. This position will require as needed travel to DEQ offices and sites. DEQ will provide necessary hardware (laptop, monitor, keyboard, mouse, and cell phone) for an employee to successfully work from home.
Work is performed in a fast-paced professional office setting with multiple demands on time. This position involves interaction with other staff and partners, which may include interaction with hostile or upset individuals. This position requires occasional travel on official State business for meetings, trainings, conferences, public hearings, and seminars, some of which may include overnight stays and/or overtime.
How to Apply: (complete the application in full)
- External Applicants Click on the “Apply” button and submit your application. Click this link for the External Candidate job aid, and view this video for additional information.
- Internal Applicants (current State of Oregon employees): Apply through your employee Workday account. View this knowledge article for assistance.
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Please Note: In addition to your related work experience and education, DEQ will use the desired attributes and minimum qualifications above, under the “What are we looking for?” section to determine whom to interview. Please make sure your attributes and minimum qualifications are clearly demonstrated in your application material.
Please note: interviews for this position will not start until December 2024.
Veterans Information:
DEQ provides veterans’ preference points to all eligible veterans. For more information on veterans’ preference, please visit Veterans Resources, or call the Oregon Department of Veterans' Affairs at: 1-800-692-9666. For privacy reasons, please do not attach veterans’ preference documents when initially applying. You will be asked to submit those at a later time.
Equal Pay Analysis:
As an employer, the State of Oregon complies with HB 2005, the Pay Equity Bill. We do not discriminate on the basis of protected class in the payment of wages, and we do not screen applicants on the basis of their current or past compensation. Please visit http://www.oregon.gov/das/hr/pages/equity.aspx for more information. Please note: the salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95% (6% goes to PERS and .95% covers payroll taxes). Please review the Classification and Compensation page for more details.
Work Authorization:
DEQ does not offer visa sponsorships. On the first day of employment, all hires will be required to complete the US Department of Homeland Security’s Form I-9, confirming authorization to work in the United States. In addition, hires will have three business days from their first day of employment to present documents that establish employment authorization and identity. DEQ is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.
Questions/Need Help?
If you have questions about the recruitment or need assistance to participate in the application process, please contact DEQ’s Recruitment Team at jobs@deq.oregon.gov or 503-229-5107. TTY users: please use the Oregon Telecommunications Relay Service at 1-800-735-2900.