Executive Support Specialist 2 (Executive Assistant)
Oregon Health Authority-Director's Office - Salem, OR

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OHA13-0115

This is an exceptional opportunity for a highly motivated and experienced administrative professional to contribute in a meaningful way to improving the lifelong health of Oregonians. The Oregon Health Authority (OHA) is searching for a dynamic and experienced administrative assistant to join its team!
The Oregon Heath Authority (OHA) is a state agency dedicated to helping people and communities achieve optimum physical, mental and social well-being through partnerships, prevention and access to quality, affordable health care. We are absolutely committed to ongoing innovation in the delivery of services, and to recruiting, developing and retaining dedicated employees.
OHA strives to create inclusive environments that welcome and value the diversity of the people it serves. It fosters fairness, equity, and inclusion to create workplace environments where everyone is treated with respect and dignity regardless of race, color, religion, sex, disability, physical stature, age, national origin, sexual orientation, gender identity, marital status, political affiliation and any other factor applicable by state or federal law.
These employment opportunities are with the OHA Director’s Office (DO). There are two permanent, full-time positions located in Salem, with some flexibility for Portland commuters . These positions are executive service and are not represented by a union.
This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancies and may be used to fill future vacancies as they occur.
Please be aware that due to the economic downturn and subsequent state budget short-fall these positions will be required to take furloughs in the biennium 2011-2013.

Duties & Responsibilities:

The person in this position will provide direct executive support to one or more of the agency’s top leaders, by:
  • Providing strategic scheduling and planning. Ensuring calendars are kept free of conflicts and/or that a delegate has been assigned when appropriate. Proactively research scheduling conflicts and reschedules non-essential meetings to clear conflicts. Scheduling meetings by identifying non-critical meetings that may be rescheduled to accommodate more time-critical meetings and preparing daily schedules with associated briefing and background material as requested.
  • Creating, tracking, and distributing agendas of all types and providing support to the meetings including, but not limited to: recording and transcribing minutes for approval and public posting; securing appropriate facilities and equipment for internal and external meetings; preparing and assembling materials for meetings; maintaining records of meetings for public access and archiving; and create processes and materials for the productive operation of meetings.
  • Maintaining the highest level of confidentiality and security, as this position is exposed to high-level discussions among the agency’s executive staff, boards and committees where conversations and confidential documents on sensitive issues are shared or discussed, including: collective bargaining, personnel actions, and proposed changes to agency policy. This knowledge is essential to perform the day to day duties unique to the administrative operations of the agency, by applying and withholding information as appropriate.
  • Researching information and composing correspondence, reports, memos and other documents. Reviewing, editing and sending communications to OHA managers and staff, as well as outside stakeholders on behalf of agency executives. Participating in executive team meetings, including completing assignments made at meetings. Anticipating, identifying and resolving problems and recommending solutions as issues arise.
  • Distributing communications on behalf of OHA executives to external entities, including staff in the executive and legislative branches of government, stakeholders and advocates, and health care industry representatives.
  • Opening, scanning, and distributing mail, often of a confidential nature. Independently drafting correspondence for signature by executives within the director’s office. Other duties as assigned.
WORKING CONDITIONS
Work is performed in a fast paced, open landscaped, office environment with frequent interruptions and interactions with many people, including: staff at all levels of the agency, elected officials, partners and members of the public.
The regular work schedule is Monday through Friday 8:00AM-5:00PM and regular attendance is an essential function required to meet the demands of this position. Also, during peak work periods, evening, weekend and occasional holiday work may be required to complete critical tasks.
This position requires travel within the state. Some overnight stays are required. You must have a valid driver’s license with an acceptable driving record.
This position is required to work on multiple tasks simultaneously, many within short time frames. The person in this position must be able to handle rapidly changing priorities and deadlines seamlessly.
This position is situated in a strong team environment that holds the values of leadership from any chair, integrity, equity, innovation, partnership, respect and excellent customer service both within the team and externally.

Qualifications & Desired Attributes:

MINIMUM QUALIFICATIONS
Your answers to the supplemental questions must be consistent with your described work experience. Your application will be reviewed to determine if you meet minimum qualifications. Qualified applicants with backgrounds that most closely match the needs of the position(s) will be invited to interview. Resumes’ will NOT be used to determine qualifications unless it clearly states a resume’ is required in the job posting.
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.
Note: If you are using education (a degree or coursework) to qualify for this position, transcripts must be submitted for all required or related courses. Transcripts can be official or unofficial at time of application. If you are using your education to meet the minimum qualifications and do not attach your transcripts your application may be removed from consideration.
DESIRED ATTRIBUTES
Documented completion of the National Career Readiness Certificate, Level Four, Silver or higher
Experience using Microsoft Excel, Word, PowerPoint, Internet Explorer (or other web browser) and Outlook
Experience with complex scheduling using electronic calendaring software
Experience recording and transcribing meeting minutes
Experience providing direct administrative support to an executive or high level administrator
Experience coordinating travel arrangements
Experience working both collaboratively in a team environment
Strong customer service ethic to both internal and external stakeholders
Strong communication skills both verbally and in writing
Experience handling and maintaining confidential information (e.g. personnel, political, protected health information, etc.)
Experience working independently and coordinating activities with competing deadlines
Applicants that meet the minimum qualifications and most closely match the desired attributes will be invited for an interview.

Additional Information:

If you need assistance to participate in the application process, you are encouraged to call 503-945-5693 (voice) 8:00 a.m. and 5:00 p.m. (Pacific Time) Monday through Friday. TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900.
If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the OHA, Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.
OHA will communicate with all applicants by e-mail.
To apply , follow the “Apply” link above and complete the Oregon employment application online. All application materials must be received by the closing date and time posted on the announcement. A resume’ (text or attachment) will not replace the work experience section of the application. For help with applying online, please contact 1-877-204-4442.
IMPORTANT NOTICE – Email Addresses Required
The State of Oregon requires all applications have a valid email address.
If you do not currently have an email address and do not know where to go to get one please refer to our Applicant E-Recruit FAQ's web page. Click on the link below to go directly to question #14 to view several internet providers where you can get a free e-mail account. The state of Oregon does not endorse any particular provider.
Applicant E-Recruit FAQ's
If you need assistance with adding attachments to your profile or to a specific job posting please go to Adding and Removing Attachments to a Profile and Job Posting for further instructions. This quick help guide can also be found on the State Jobs Page by clicking in the Applicant E-Recruit FAQ's then click on Applicant Profile Maintenance.
PLEASE CONSIDER JOINING US!
The Oregon Health Authority is committed to affirmative action, equal employment opportunity and workplace diversity.

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