Union Secretary Jobs in Oregon (NOW HIRING)

Position Title:Executive Support Specialist

Classification:Executive Support Specialist 1

Salary:$3,798 - $5,193 ($4,051 - $5,554PERS)

Type:Permanent,Full-time, Non-Exempt

We are seekinganExecutive Support Specialistto join ourChild Nutrition Program (CNP)at theOregon Department of Education. This is apermanentpositionrepresented by theService Employees International Union (SEIU).

This position follows a hybrid work model. Onsite presence at the Public Service Building will berequiredwhen providing Front Desk coverage, which can be expected at least once every two weeks.Additionalonsite days may also berequiredwhen business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources.Employees approved to work remotely must have a reliable and secure internet connection andmaintaina professional work environment that supports productivity. While working remotely, employees are expected tomaintainthe same level of performance, responsiveness, communication, and availability as they wouldbe inthe office.

What you will do!

The purpose of this position is to provide confidential secretarial support and perform or coordinate administrative work forupper levelagency management position (Child Nutrition Program Director, School Nutrition Manager, Community Nutrition Manager, USDA Foods and Procurement Manager), including preparing and completing special projects and assignments. A key responsibility is to assess program needs and/or processchanges in policies and procedures. The person in this position also coordinates projects,assiststhe team in developing program/operational goals, andestablishes/maintains procedures to support the program.

Typical duties include:

• Maintainsand processes program procedures

• Process CNP new/renewal applicationsand forms

• Tracks the ODE CNP inbox

• Schedule and arrange appointments, meetings for the team managers and director

Please click here to view the full position description

If you would like toretaina copy of this job post or the PD linked above, please print a copy beforesubmittingyour application.Once the job posting has closed, you will not be able to access the posting.

ApplicationInstructions:

A cover letter and resume arerequiredand are an important part of the application process. Only these materials are considered during the screening process;

• A cover letter(no more than 2 pages),highlighting your skills and experience, anddemonstratinghow your qualifications align with the required and desired qualifications for this role.

• A current resumedetailingyour relevant experience andeducationas it will be used in place ofthedetailed Workday work history for this agency-specific recruitment.

Additionalapplication materials (such as letters of recommendation or transcripts) will not be reviewed.Cover letters and resumes are reviewed throughout the recruitment process by Human Resourcesandthe Hiring Manager.

Minimum Qualifications (required)

Three years of clerical/secretarial experience which included:

one year at a full performance level performing typing, word processing, or other generating of documents;andlead work responsibility or coordination of office procedures.
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.

Preferred Skills &Knowledge(Desired Attributes)

• Experience managing multiple concurrent projects or programs with competing deadlines(e.g., tracking due dates, coordinating reporting cycles, or juggling several administrative processes at once),demonstratingthe ability to prioritize andmaintainquality output under shifting demands.

• Experience working independently with minimal oversight, including determining timelines, monitoring progress on assigned tasks, and exercising judgment to revise or correct work products without close supervision.

• Demonstrated professional written and verbal communication skills, such as drafting correspondence, memos, or reports for review and signature by leadership, or communicating with external stakeholders (public, agency partners, vendors) with diplomacy and tact.

• Experience providing administrative or secretarial support to management-level staff, including calendar management, scheduling, meeting coordination, or processing forms/applications in a compliance-driven environment.

We are most interested in finding the best candidate for the job. We would encourage you to apply, even if youdon'tmeet every one of the attributes listed.

Our Agency Mission and Office Culture:

TheOregon 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 itsmission, ODE has the vision to ensure all students have access to and benefit from a world-class, well-rounded, andequitableeducation system.

The Child Nutrition Programs section supports the mission of the State Board of Education by providing leadership to child nutrition programs throughout the state, assisting programs to provide nutritious meals to children and qualifying adults making children ready to learn, and by supporting nutrition education for children enabling them to reach their full potential for lifelong learning, health and productivity. The Child Nutrition Programs section of the Office of Student Services exists to fulfill federal requirements for: 1. Oversight of federal grants and federal entitlement funds to sponsors of Child Nutrition Program, and 2. Assuring that all children and needy families have access to food, ahealthfuldietand nutrition education. The section provides state level administration for child nutrition programs delivering 80 million meals annually to Oregon's children to prepare them for a successful educational experience.
Oregon Stateprovidesamazing benefits! Follow the link below to learn more:

Oregon JobOpportunities :Benefits :State of Oregon

ApplicationResources & Information:

• Eligible veterans and Oregon National Guard servicemembers(current and former) who meet the qualifications of the position will be awarded candidate preference.For more information, please visitVeterans Resources.Be sure tosubmityour documentation prior to the close date of this postingtohave the preference considered.

• Your application materials will be used todeterminesalary based on a pay equity assessment. For further information, please visit thePay Equity Projecthomepage.

• The job posting closes at 11:59 PM (PDT) on the close date.After yousubmityour application, be sure to respond to the two questionnaires relating to public records requests and veterans' preferenceimmediatelyfollowing your submission. These questions are necessary to complete the application process.

• Please contactode.jobs@ode.oregon.govif you have any questions on the application processor need an accommodation under theAmericans with Disabilities Act (ADA).Please be sure to include the job requisition number.

• Oregon Job Opportunities: How to Apply (Internal & External)

• Understanding the State Application Process

• Resources for Job Seekers

Additional Information:

• The salary listed is the non-PERS qualifying salary range. If the successful candidate isPERS qualifying, the salary range will reflect anadditional6.95%.

• Review theClassification and Compensationpage for more details on the classification, or you may visit our website for information on the job offer process followingpay equity.

• Future Vacancies:This recruitment announcement will be used toestablisha list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

• Visa Sponsorship:The Oregon Department of Education does not offer visa sponsorship.Applicants mustbe authorized towork in the United States.Applicants whorequireVISA sponsorship will not be considered at this time.

The Department of Education is an equalemploymentopportunity&affirmativeaction employer committed to a diverse workforce.The Department strives to create an inclusiveenvironment 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 youdon'tmeet 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.

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