Administrative Specialist 2 (Program Administrative Specialist)
Administrative Services-Enterprise Goods and Services - Salem, OR

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The Department of Administrative Services (DAS), Enterprise Goods and Services, is seeking to fill a permanent, full-time Administrative Specialist 2 position located in Risk Management in Salem. This position is represented by the Service Employees International Union (SEIU)/Oregon Public Employees Union (OPEU).

The Department of Administrative Services (DAS) is the central administrative agency that leads state government to implement the policy and budget decisions of the Governor and Oregon Legislature. Employing an enterprise-wide perspective, DAS serves state government by developing and upholding accountability standards to ensure productive and efficient use of state government’s financial, human and information resources.

Every employee plays a significant role. We have a strong and stable management infrastructure built to serve Oregon state government and its citizens. DAS is led by the Chief Operating Office, which manages all executive branch agencies, as well as a variety of policy offices and service enterprises. The various programs within DAS each play an important and unique role to ensure a streamlined and efficient delivery system for our customers. The Governor, Legislature and state agencies all rely on our services. We strive to achieve their satisfaction every day.

The DAS team is built on collaboration and support. We work together to ensure our customers receive the highest quality of service. We take pride in our work and look for ways to innovate. DAS is committed to hiring highly-skilled, diverse and dedicated employees who will bring a unique skill set to the team. Every DAS employee is integral to our success.

Enterprise Goods and Services provides centralized service to state government through its operational programs which include Shared Financial Services, Financial Business Systems, Procurement Services, Publishing & Distribution, and Risk Management. The Risk Management Program administers the State Self-Insurance Fund, is the central purchasing authority for commercial insurance coverage, adjudicates all claims filed against the State of Oregon, and provides risk management consulting services. The Risk Management mission is to provide the infrastructure and services to support a holistic, integrated, forward looking and process oriented approach to risk management with a state-wide focus on achieving business objectives and reducing Total Direct Cost of Risk.

Duties & Responsibilities:

The Program Administrative Assistant provides administrative and technical support to Risk Management program areas and to the Risk Manager and Claims Manager in administering statewide Risk Management program services.

Duties and responsibilities include but are not limited to the following:
• Provide research, evaluation, and interpretation of Risk Statutes, administrative rules and policies for team projects, client agencies and program stakeholders. Monitor, evaluate, and propose options for streamlining and improving operational/administrative systems, processes and procedures. Provide liaison and communication support to managers and staff. Assist program managers in monitoring program consulting activities and projects. Maintain and update Risk Procedures for claims, communications and security.
• Maintain files, index systems, data records, resource libraries, and operating procedures for risk management program areas. Provide administrative assistance in researching and processing claims reports and other program-related reports, filings, etc. as assigned. Maintain activity logs and records. Maintain program administrative files, policy & procedure manuals, handbooks, and others as assigned. Coordinate program-related trainings and special events. Provide staffing support during claims and other program-related meetings. Record and distribute meeting minutes. Prepare itineraries and meeting agendas for program managers and staff. Coordinate all personnel actions. Apply confidential division/state policies and procedures in complex, sensitive or new situations relating to the program’s personnel matters, safety and physical security processes. Manage processes and documents associated with personnel actions. Guarantee employee confidentiality in all personnel related information.
• Prepare and monitor contracts, inter-agency and intergovernmental agreements, personal services contracts for independent claims adjusters, actuarial studies, broker of record, and conflict counsel contracts, and other program-related contracts and negotiable documents. Process invoices for these contracts and maintain payment records. Administer the Citizen Complaint on State Vehicle Use and Driving Program. Coordinate investigation, review and response to citizen. Maintain files and data base. Legislative Coordinator for Enterprise Goods and Services and Risk Management. Coordinate and maintain legislative bill review and tracking system. Maintain program index and filing systems for legislation and supporting testimony. Conduct legislative session and interim legislative tracking activities and administrative support as assigned. Coordinate ergonomic safety and health evaluations of Risk Management work stations and work processes.
• Provide assistance and back-up including, front lobby, reception desk, and related customer service areas. Provide back-up assistance in record data input; ordering supplies and materials; and maintaining inventory of program supplies, equipment, and property. Coordinate travel and meeting arrangements and other program-related projects as assigned.

Working Conditions
Duties are performed in an office environment with extended time working at a computer terminal with frequent use of phones, printers, copy machines, fax machines, shredders, etc.

Qualifications & Desired Attributes:

Your E-Recruit application, answers to the supplemental questions and resume will be reviewed to determine that you have the education and/or experience required for this position. Please ensure that the answers to all supplemental questions are complete and accurately reflected in the work experience section of your application. A resume will not be accepted as a substitute for information required in the work experience section of the application

Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
an equivalent combination of training and experience.

One year of postsecondary education may be substituted for up to one year of the experience. Only the candidates whose experience most closely match the qualifications and desired attributes of this position will be invited to an interview. To receive credit for coursework, you must attach a copy of your transcripts.

Desired Attributes
We are seeking candidates with a work history that demonstrates:
• Advanced knowledge of Microsoft Office products such as Word, Excel, Outlook, Access, PowerPoint and Visio.
• Proficiency developing tables, queries, and reports.
• Experience with basic personnel forms and issues. Ability to maintain high level of confidentiality.
• Ability to accurately enter data into various systems; e.g. CS Stars, iLearn, DAS mainframe, etc.
• Ability to write grammatically correct, standard letters and adhere to DAS guidelines.
• Ability to take accurate minutes and transcribe information.
• Strong organizational skills.
• Experience coordinating meeting schedules for management and experience making travel arrangements.
• Knowledge of Risk Management and/or claims management is preferred.

NOTE: Your answers to the supplemental text questions will be evaluated for grammar, spelling, punctuation and sentence structure.

Additional Information:

To apply you must provide the following:
1. Completed application: A resume (attached or text) will not replace the work experience section of the application.
2. Transcripts: Must be attached if using education to meet minimum qualifications. (A copy of your diploma will not substitute required transcripts.) Note: To protect your confidential information, please redact (black out) your social security number on all transcripts before attaching to your application.
3. Resume: A resume is required for this recruitment, however used to meet minimum qualifications.

Employment is contingent on the outcome of a criminal records check which may require fingerprints (FBI). Any history of criminal activity will be reviewed and could result in the withdrawal of the offer or termination of employment.

For budgetary reasons, the State of Oregon will require all employees to take unpaid furlough days during the 2011-2013 biennium. At the time of hire your manager will meet with you to determine the number of hours or furlough days you will be required to take.

The Department of Administrative Services does not offer visa sponsorships. Within three days of hire, all applicants will be required to complete the US Department of Justice Form I-9, confirming authorization to work in the United States.

The Department of Administrative Services is an equal opportunity, affirmative action employer committed to a diverse workforce.
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