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Operations Division Support Specialist

2 months ago

Salem, United States State of Oregon Full time
Initial Posting Date:
08/19/2024

Application Deadline:
09/02/2024

Agency:
Department of Public Safety Standards and Training

Salary Range:
3684 - 4918

Position Type:
Employee

Position Title:
Operations Division Support Specialist (Executive Support Specialist 1)

Job Description:
Department of Public Safety Standards and Training
Operations Division Support Specialist (Executive Support Specialist 1)

This recruitment is for one (1), limited duration, full-time position located in Salem, OR (4190 Aumsville Hwy SE) and is an executive service - non supervisory role, therefore not represented by a union. This recruitment will be used to establish a list of qualified applicants and may be used to fill future vacancies.

Note: No cover letter is required to apply, please ensure you allow sufficient time to complete the application questionnaire as it will determine candidate advancement.

Limited duration positions are benefit eligible positions with a designated maximum length of service. This position is expected to last through June of 2025; however, based on workload need and funding the position end cannot be anticipated or may become permanent depending on funding.

What you will be doing:

This position will support the Deputy Directors, as well as provide support to the Operation Division (Consisting of Procurement, Business Services, Facilities, IT) by monitoring and auditing the operations of the division through administrative support. Duties at a glance consist of:
  • Acts as divisional contact person and liaison between other agency divisions, state agencies, and local government and with vendors/contractors.
  • Composes or transcribes drafts and correspondences that are used for both internal and external communications. Correspondences include day-to-day emails/letters and reports dealing with complex personnel investigations.
  • Opens, reads, and distributes mail, while responding to public inquiries in writing and verbally.
  • Facilitates or prepares travel arrangements and expenditure reimbursement forms for the Deputy Directors.
  • Maintains activity calendar/schedule appointments and meetings for the Deputy Director.
  • Acts as safety committee secretary and take notes and attend all safety committee meetings.
  • Prepares reports that analyze projects and assignments at the discretion of the Deputy Director.
  • Assists with the inventory and management of agency assets assigned to the Director's Office and the Operations Division.
  • Assists with contract administration for vendor provided services.
  • Assists in the development of divisional goals, operational plans and program objectives.
  • Administers updates and monitoring of the division's computerized management maintenance system.
For a complete position description, please click here to contact the recruiter.

About DPSST:

The Department of Public Safety Standards and Training (DPSST) oversees the development of professional standards and the delivery of quality training for law enforcement officers, corrections officers, parole and probation officers, firefighters, telecommunicators, and emergency medical dispatchers. DPSST is also the regulatory agency that enforces employment and training standards for the above listed public safety disciplines and licenses proprietary security managers, security contractors and officers, polygraph examiners, and private investigators.

Diversity Equity Inclusion & Belonging is a core value at DPSST. We are passionate about building and sustaining an inclusive and equitable working and learning environments for all students, staff, and faculty. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. Employees are expected to uphold this value and foster an inclusive and equitable workplace.

What's in it for you:
  • Work/life balance and a supportive working environment.
  • 11 Paid holidays a year
  • Paid sick leave, vacation, and personal leave.
  • Comprehensive medical, dental, and vision plans for employee and qualified family members. Find out more about our competitive benefits packages. Click here to visit our full benefits website.
  • Optional benefits additions such as flexible spending accounts, term life and more.
  • You will be automatically enrolled into the Public Employees Retirement System (PERS) program. Employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS; the salary range noted above reflects base salary only.
  • Free parking
  • Onsite Cafeteria
  • Onsite wellness options
Minimum Qualifications:

Three (3) years of clerical/secretarial experience which included:
One (1) year at a full performance level performing typing, word processing, or other generating of documents AND lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one (1) year of the clerical/secretarial experience.

Requested Skills/ Desired Attributes:

"What we'd like to see" - If you have these qualities, let us know

Successful candidates selected to move forward will meet the minimum qualifications and present the requested skills/desired attributes within their application material and application questionnaire

Note: You do not need to have all of these qualities to be eligible for this position.
  • Ability to handle inquiries for information with tact while still protecting the confidentiality of information.
  • Proven ability to proficiently manage recurring, new, and shifting deadlines effortlessly and efficiently.
  • Strong knowledge of data and document management processes; skilled in creating, formatting, and editing with appropriate grammar and punctuation.
  • Experience providing equity-driven customer service and interpersonal skills for team members and internal and external customers.
  • Ability to communicate orally professionally and effectively and in writing with a variety of people, answering questions and explaining information.
  • Experience with Microsoft Office Suite, including Excel, Word, and Outlook; Ability to work with various computer programs.
Please note that the questionnaire will ask questions pertaining to the requested skills/desired attributes section. No cover letter is required. Allow sufficient time to complete your application in one sitting, as the saving of your application cannot be guaranteed in Workday.

Additional Requirements:

Successful candidates for this position will be subject to a computerized criminal history check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.

How to Apply:
  • Sign In or Create a Workday Account (Internal employees please use your Workday profile).
  • Complete the self-prompted application AND attach your updated resume.
  • If you do not have a resume, please make sure to include all your work experience when asked in the application.
  • Complete the questionnaire within your application.
  • After you submit your application, be sure to respond to the public records request (PRR) authorization and gender identity question. This screen will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox.
  • If you are a veteran, the task to claim preference will come after the PRR and gender identity tasks. For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application or combine it with any other required document attachments. We will ask you for your documents later in the process. If you need time to locate or order your documents from the VA, please contact the recruiter at the phone number or email under the 'Need help?' section below.


Questions/Need Help?

For questions about the application process, contact Andrea.Self@DPSST.oregon.gov. Please be sure that you include the job announcement number.

Please ensure you've provided a thorough and updated application as it pertains to the position for which you are applying. 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.

Pay and benefits on all job announcements may change without further notice.

THE DEPARTMENT OF PUBLIC SAFETY STANDARDS AND TRAINING IS COMMITTED TO AFFIRMATIVE ACTION, EQUAL EMPLOYMENT OPPORTUNITY AND WORKPLACE DIVERSITY.