Virtual Office Manager Jobs in Oregon (NOW HIRING)

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The Oregon Department of Environmental Quality strives to build and sustain an inclusive and equitable environment that embraces and values diversity. Employees at all levels of the agency work together to foster fairness, equity, inclusion, and belonging. We strive to be a workplace where we share our authentic identities, while advancing our individual professional goals, and while collaborating to protect, preserve, and enhance the environment for current and future generations. We celebrate and appreciate diversity, champion equity, and treat each other with respect and dignity.

We are an equal opportunity employer and do not discriminate based on race, color, national origin, ethnicity, veteran status, gender, gender identity, sexual orientation, religion, marital status, age, or physical or mental disability in the administration of our programs and activities. Visit DEQ'sCivil Rights and Environmental Justice page.

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.

The Oregon Department of Environmental Quality has a full-time opportunity available for a Materials Management Office Support Specialist (Office Specialist 2). This position will be located 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.

About DEQ!

The Oregon Department of Environmental Quality is the primary regulatory agency of the government of the U.S. State of Oregon responsible for protecting and enhancing the state's natural resources.

This position will provide critical support to DEQ's Materials Management Program, which protects human health and the environment by reducing the environmental and social impacts of materials and products throughout their full life cycle. The Materials Management headquarters office implements regulatory and non-regulatory programs related to recycling and waste prevention, food waste, sustainable building, community grants, toxics reduction, and responsible disposal of products including unused medicines, paint, batteries, mattresses, and electronics.

The Materials Management Program is part of DEQ's Land Quality Division. Land Quality programs support DEQ's mission through a wide range of environmental work, including assessing and managing environmental cleanups, safely managing the disposal of solid and hazardous wastes, and responding to spills of oil and hazardous materials. Consider joining an innovative team and help advance our agency's mission to protect and improve Oregon's environmental quality.

For a visual representation of DEQ's offices and their locations, view our DEQ Offices and Vehicle Inspection Testing Stations map.

What you will do!

You will provide a wide range of administrative and office support for the Materials Management headquarters program, supporting needs related to meeting logistics, purchasing, procurement, scheduling and calendar management, staff travel, records management, data entry, document formatting, and more. Specific tasks will include (but are not limited to):

• Providing logistical planning support and coordination for various internal and external meetings, trainings, and committees, both in-person and virtual
• attending meetings and taking notes
• coordinating staff travel and event registration
• maintaining manager and staff calendars and regular scheduling
• ordering, tracking, and reconciling purchases of services and supplies
• managing data, developing spreadsheets, and reviewing reports
• providing general office support as needed, including copying, mailing, and scanning
• drafting, proofreading, editing, and formatting documents
• managing records and coordinating public records requests
• providing support to managers and staff on various software, computer, and other equipment

What's in it for you!

The opportunity to work in a productive and creative environment where no two days are ever the same!DEQ prioritizes employee wellness and benefits. 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, AFSCME represented position.

This recruitment may be used to fill future vacancies.

What are we looking for?

Minimum Qualifications: 2 years of general clerical experience that included keyboarding, word processing, and generating documents, OR an Associate's degree.

Candidates who are most competitive will also reflect the following desired attributes:

• Demonstrated experience and personal commitment to building and sustaining an equitable and inclusive culture where all team members feel empowered to contribute.
• Experience supporting mission-driven organizations or public sector programs operating with many complex administrative requirements.
• Experience working with State of Oregon (or another government agency) policies and procedures and utilizing State of Oregon (or another government agency) software, databases, and systems.
• Experience providing information to program staff and managers about relevant policies and processes; ability to maintain working knowledge of required procedures when they are updated or changed.
• Experience with scheduling, maintaining manager and staff calendars, and coordinating meeting logistics, including in-person, virtual, and hybrid; large and small sizes; internal and external participants; routine internal meetings; and formal public meetings.
• Proficiency with Zoom, Microsoft 365 and Office products, including Outlook, Teams, Word, Excel, OneNote, and Planner.
• Experience providing support for purchasing and procurement processes, including following applicable rules and policies, purchasing supplies and equipment, obtaining approvals, tracking invoices, and using procurement systems such as OregonBuys.
• Experience with formatting public documents, meeting accessibility requirements, and performing data management, including data entry, quality assurance and quality control.
• Proficiency using standard office equipment, such as laptop computers, printers, copiers, scanners, videoconferencing equipment, etc.
• Strong customer service skills and ethos; demonstrated ability to conduct work courteously and inclusively with internal and external individuals, in-person and virtually, via email and phone.
• Strong organizational and time management skills, attention to detail, and high aptitude for learning new things.
• Excellent verbal and written communication skills.

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 at least 1 day per week in-person. The successful candidate may be eligible for part-time hybrid work. The logistics of hybrid work will 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. DEQ will provide necessary hardware (laptop, monitor, keyboard, mouse, and cell phone) for an employee to successfully work from home. At DEQ sites, you will have access to a workspace that may be shared with other employees.

This position requires very occasional statewide travel by car for meetings, conferences, trainings, public hearings, and workshops, some of which may involve extended work hours, overnight stays, and/or weekend work. This position requires occasional lifting of objects of up to 25lbs.

Should you choose to drive a motor vehicle, you must have a valid driver's license. If not, you must have an alternate method of transportation. Compliance with ORS 807.020 (1) is required. It is required that drivers of state-owned vehicles complete a defensive driving safety class every two years.

How to Apply: (complete the application in full)

• External Applicants Click on the "Apply" button and submit your application. For resources and support related to applying, view our External Candidate job aid and Workday Recruitment for External Job Applicants video.
• Internal Applicants (current State of Oregon employees): Apply through your employee Workday account.For step-by-step resources on how to apply, review the Jobs, search & apply knowledge article.

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Help Your Application Rise to the Top!

Your application materials are the perfect opportunity to highlight your interest in the position and showcase your amazing skills and experience. 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 materials.

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Veterans Information:

DEQ provides candidate preference points to all eligible veterans and Oregon National Guard servicemembers (current and former). For more information on candidate preference, please visit Veterans Resources. For privacy reasons, please do not attach candidate preference documents when initially applying. Instead, you will be asked to submit those at a later time as part of a future task in Workday.

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. All finalists have an equal pay analysis completed to determine their placement on the salary scale. 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, including an accommodation request under the Americans with Disabilities Act (ADA), 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.