State of Oregon Management Assistant in Salem, Oregon

Management Assistant

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Management Assistant

Salary

$41,868.00 - $57,684.00 Annually

Location

Salem, OR

Job Type

Permanent

Department

Corrections

Job Number

DOC18-1686OC

Closing

6/24/2018 11:59 PM Pacific

  • Description

  • Benefits

  • Questions

Description

The Administrative Services Division of the Oregon Department of Corrections is actively seeking a high level, professional Management Assistant. This position is new to the division and the incumbent will be highly involved in the development of the position, its role in the division and the coordination of the Assistant Directors projects, calendars and responsibilities.

This position located in a professional office setting with ambient light and a controlled atmosphere in the administration building in Salem, OR. This position will come in contact, in person and telephonically, with other department staff, State agency representatives and the general public; and is expected to be a professional representation of the division and department.

This recruitment will be used to establish a pool of qualified applicants and may be used to fill future vacancies. Qualified applicants whose background most closely matches the needs of the position will be invited to interview..

This position is represented by American Federation of State, County, and Municipal Employees (AFSCME) labor union.

As Management Assistant, this position ensures the office operates efficiently and in a professional manner. Provides confidential executive support to the Assistant Director of Administrative Services, including managing calendars, researching requests and providing information or advising effective application of material. Manages internal and external communications ensuring the positive, effective working relationships with other departments, agencies, etc. Works with high degree of independence and may fill in as representation in meetings, correspondence, etc. as requested.

The ideal candidate for this position should possess leadership attributes that the Department of Corrections has defined as:

Collaboration - The ability to intentionally work together with peers, staff, and stakeholders towards shared goals. Collaborative leaders are non-hierarchical and share responsibility, authority, and accountability equitably with others.

Emotional Intelligence- The ability to consciously recognize, understand, and manage one's own emotions, and to empathetically and judiciously recognize, understand, and influence the emotions of others.

Ethics and Values - The ability to behave with integrity, honesty, and transparency in accordance with statute, administrative rule, ODOC Code of Conduct, ODOC Code of Ethics, and Criminal Justice Code of Ethics, and the department's stated values in all actions.

Influence- The ability to shape opinions, change hearts and minds, and motivate others to carry out the goals of the organization by relating their personal motivations to the desired future state.

Inspiring a United Vision - The ability to imagine the future with creativity, wisdom, and ingenuity. Leaders illuminate the path toward continuous transformation, sparking shared commitment, and action in others to reach a common goal.

Managing the External Environment - The ability to look outside the department and understand the totality of the environment within which leaders operate, engage proactively with all stakeholders, and forecast the impact of actions taken inside and outside the department to promote public trust and understanding, and ensure conditions are in place to meet the mission.

Planning and Performance Measurement - The ability to develop comprehensive plans, provide direction, prioritize resources, establish measures of success, inspire action, and ensure continuous improvement in service of the organizational mission, shared vision, and goals.

Resilience - The ability to overcome adversary, opposition, and failure and maintain steady, thoughtful progress towards a goal (mental toughness, grit, tenacity).

Strategic Thinking- The ability to forecast a broad range of alternatives, anticipate likely outcomes of individual or group actions, and consider all potential risk and impacts to stakeholders and systems. Strategic thinkers recognize the relationships, complexities, and implications of a situation; anticipating possibilities and plan for the future.

Team Building- The ability to bring people of diverse thought, experience, and skill sets together as a team, identify purpose and goals, and manage stages of development to ensure collaboration and overall performance is successful.

For the full list of specific duties and working conditions, click the position descriptions below:

Position Description

Your application materials will be reviewed to verify that you:

  • one year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Desired Attributes

  • Experience with confidentiality protocols and the ability to maintain strict confidentiality in all matters;

  • Ability to manage multiple high-priority tasks with a heavy workload and competing deadlines and ensure timely completions;

  • Ability to compose and formulate high level correspondence, reports and other written documents;

  • Experience maintaining supervisors' calendars, including accepting/declining and scheduling meetings and travel arrangements;

  • Strong written and verbal communication skills;

  • Experience proofreading and reviewing documents for punctuation and grammatical errors.

  • Strong organizational skills;

  • Public Notary (desired)

Please submit a Cover Letter (no more than 2 pages) and a resume clearly describing your experience as it relates to the minimum qualifications and desired attributes. Be sure you demonstrate that you have obtained any skills or attributes requested or required by the employer through education, work experience (including military) or by showing that you have transferable skills (i.e., skills obtained through military education or experience) that substantially relate to this position. Failure to provide this information may result in eliminating your application from further consideration .

You must have a valid e-mail address to apply for jobs with the Oregon Department of Corrections. All communication regarding your application and status will be done by e-mail.

If you have application login problems, get an error message during the application process, or are experiencing other technical (computer related) difficulties, please contact the NEOGOV help line for assistance at 1-855-524-5627 or support@governmentjobs.com.

The pay and benefits on all announcement may change without notice. Application Reference Number: DOC18-1686OC

The Oregon Department of Corrections (ODOC) complies with the Federal Prison Rape Elimination Act (PREA). PREA prohibits ODOC from hiring, or promoting anyone who has engaged in, been convicted of, or been civilly or administratively adjudicated for engaging in sexual abuse in Institution settings. These include a jail, prison, or other correctional facility (including juvenile corrections). This standard requires ODOC to conduct background checks on all applicants considered for employment or promotion to consider any incidents of substantiated allegations of sexual abuse or sexual harassment in determining whether to hire or promote anyone who may have contact with inmates.

For more information regarding PREA please visit: http://nicic.gov/PREA

VETERANS PREFERENCE POINTS

To learn more about Veteran's Preference Points and whether you qualify, click below.

Veterans Preference Points

Questions may be emailed to

Oregon Department of Corrections

ATTN: Naomi.g.beverly@doc.state.or.us


Follow Oregon Department of Corrections on Social Media:

Core benefits

Medical, vision and dental insurance

  • Comprehensive medical, dental and vision plans for the employee and qualified family members

  • $5,000 in employee basic life insurance

Retirement benefits

  • Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)

  • Employer paid defined benefit and defined contribution programs

**Effective November 1, 2016, SEIU represented employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95%. Upon becoming a PERS participating member, SEIU employees pay the employee 6% contribution to PERS.

Paid leaves and other benefits

  • Sick leave earned at the rate of 8 hours per a month with no maximum accumulation

  • Vacation leave earned at a minimum rate of 8 hours per month with accrual rate increases at 5-year increments

  • 24 hours personal leave earned each fiscal year

  • Ten paid holidays a year

The state also provides access to an innovative Employee Assistance Program that offers work-life counseling, along with homeowner, legal and family resources.

Optional benefits

  • Term life (employee, spouse or domestic partner, and dependents

  • Long-term and short-term disability

  • Accidental Death and Dismemberment

  • Long-term care (self and eligible family members)

  • Flexible spending accounts

  • Option to enroll in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.

The following information describes typical benefits available for employees. Actual benefits received may differ by position or branch of government or be prorated for other than full time work.