Administrative Specialist 2

4 weeks ago

Portland, United States State of Oregon Full time
Job Description:

The Equity & Inclusion Division — REALD & SOGI Section is hiring an Administrative Specialist (AS2)

If you are interested in the work we are doing with in the Equity and Inclusion Division, we want you to apply now

The purpose of this position is to offer comprehensive administrative support to the REALD & SOGI Section. Responsibilities include providing staffing support for section staff, workgroups, and committees involved in REALD & SOGI implementation, addressing inquiries related to REALD & SOGI, and acting as a liaison with Publications and other relevant entities within OHA under the direction of REALD & SOGI management. The role encompasses providing comprehensive administrative support to the REALD & SOGI Section, including assistance with staffing tasks, interpreting laws and policies, advising on program content and goals, operational support, research, and evaluation. Responsibilities also include coordinating meetings, managing projects, preparing correspondence, responding to inquiries, managing purchases and budgets, coordinating contracts and grants, assisting with onboarding and recruitment, maintaining records, and providing general office support.

"MINIMUM QUALIFICATIONS
Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

OR

An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

OR

An equivalent combination of education and experience.
 

WHAT WE ARE SEEKING:

Requested Skills/Attributes:

  • The ability to work collaboratively in a team setting and to actively pursue a positive and collegial environment, since the position is often looked upon as a leader by peers.
  • Excellent customer service and communication skills.
  • Privacy and Security Rules - The person in this position handles confidential personnel or other information.
  • Application of proper grammar, punctuation, spelling, capitalization and sentence structure.
  • Skill in performing a variety of functions at a secretarial support level requiring decision making within established rules, policies, or procedures.
  • The ability to demonstrate initiative and independent judgment on an on-going basis.
  • Ability to coordinate work activities with competing deadlines.
  • Ability to maintain confidentiality of agency records and the ability to learn agency programs, operations, policies, and procedures.
  • Experience stewarding relationships with agency and division staff, community partners, members of the public, using anti-racist, linguistically appropriate and universally accessible principles. 
  • Experience in and understanding of state, local and federal government systems and policies and operations work.
  • Experience with psychological first aid and trauma-informed crisis de-escalation techniques.
  • Proficient at an expert level in Microsoft and Adobe products, and adept at learning and using new technology.
  • Proficiency in using Teams and Zoom for remote meetings.
  • Experience and skills using software and systems such as Smartsheets, Teams/SharePoint and other applications to support collaboration, coordinating projects and streamlining processes.
  • Experience taking meeting minutes.

The person in this position is expected to:

  • Research, interpret and apply federal, state, agency, divisional laws, policies and procedures, and controls to monitor and manage tasks and performance for the operations in the Five Oak building.
  • Provide administrative support to advisory councils and working committees.
  • Serve as one of the primary points of contact for the E&I division for providing daily office coverage to support routine office needs/requests from staff and members of the public.
  • Support onsite meetings/conferences/trainings where needed to ensure continuity of operations.


Working Conditions: This position is based in Portland, Five Oak Building where E&I and HPA offices are located. Open office environment with frequent use of a computer for prolonged periods to research and produce written documents and communications. Must be willing to learn new technologies as introduced to workplace. Hybrid and or Remote work is possible based on mutual agreement and coordination with the supervisor. Occasional instate travel may be required to attend meetings, trainings, and conferences. This position regularly works with groups comprised of individuals with diverse experiences, identities, and perspectives.

What's in it for you?

The Equity & Inclusion division is a team of passionate individuals working to identify and address health inequities. You will receive a comprehensive, competitive, and affordable benefits, leave, and wellness package, including:

  • Nearly unbeatable
  • 11 paid holidays
  • 10 hours of vacation per month
  • 8 hours of sick leave per month, eligible to be used as accrued
  • 24 hours of personal business leave per fiscal year, eligible to be used after 6 months of service
  • Opportunity to potentially receive loan forgiveness under the
  • Continuous growth and development opportunities
  • Opportunities to serve your community and make an impact through meaningful work
  • A healthy work/life balance, including flexible schedules and hybrid work options for many positions

This is a full-time, represented position.


OHA’s strategic goal is to eliminate health inequities in Oregon by 2030. OHA definition for health equity:

“Oregon will have established a health system that creates health equity when all people can reach their full potential and well-being and are not disadvantaged by their race, ethnicity, language, disability, age, gender, gender identity, sexual orientation, social class, intersections among these communities or identities, or other socially determined circumstances. Achieving health equity requires the ongoing collaboration of all regions and sectors of the state, including tribal governments to address: the equitable distribution or redistribution of resources and power; and recognizing, reconciling, and rectifying historical and contemporary injustices.”

OHA values health equity, service excellence, integrity, leadership, partnership, innovation and transparency. Click , to learn more about OHA’s mission, vision and core values.

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