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

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OHA13-0194, LIMITED DURATION 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.

The Oregon Health Authority (OHA) strives to create inclusive environments that welcome and value the diversity of the people we serve. OHA 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.

This employment opportunity is with the Director’s Office/ Transformation Center Executive Assistant, which is part of the Oregon Health Authority (OHA). There is one full-time, management service, limited duration position located Portland (421 SW Oak). The duration of the assignment beyond the initial project period (3.5 years) is dependent upon available funding and program need. This position includes family health benefits, leave accrual and is represented by a union.

This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy 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:

This position requires ability to quickly acquire an understanding of the structure and interrelationships of the programs in the Oregon Health Authority; the ability to establish effective working relationships with others; and the ability to communicate effectively both verbally and in writing with program staff, management and the general public. Provides confidential, seamless, efficient administrative support for the Transformation Center Director and the Operations Manager. Organizes and maintains systems of electronic and paper records including correspondence, reports, policies, and other materials. Opens, scans or reads, and manages Director’s mail and email account. Identifies, prioritizes, and responds to action items and other critical information. Resolves problems, conducts research, and responds to complaints. Routes calls and visitors to the appropriate person for action. Drafts and prepares Director’s correspondence and related materials for distribution. Schedules and coordinates meetings including space, audio/visual, webinar/videoconferencing arrangements, invitations, agenda, minutes, and follow up on meeting action items. Perform other activities, including special assignments at the request of the Director or Operations Manager, maintaining consistency with Center and agency policy and directives.

Maintains Director and Operations Manager’s calendars and advises of commitments. Act as a communication link between Center administration and other federal, state, local and private agencies and the general public. As a Transformation Center representative, acts on behalf of the Center Director when making decisions about information provided to other agencies, the legislature, the media and the public; when scheduling meetings and conferences; and when coordinating specific agency-wide projects or activities. Anticipates the Director’s and Operations Manager’s needs by furnishing information needed for replies to correspondence, meeting discussions and other official acts. Assist Director and Operations Manager in formulating Center policies and procedures, and implementing OHA policies and procedures. Prepares and submits travel authorizations, arranges travel itinerary and accommodations, and prepares and submits expense claims for the Director and Operations Manager.

Coordinates overall administrative support structure for the Center: developing and maintaining systems to organize Center documentation including monthly timesheets, locking payroll, confidentiality forms, leave requests and human resources documentation. Distribute paychecks, and other related material to Center personnel. Orders office supplies and makes other Center purchases. Use SPOTS cards for approved purchases within agency guidelines and standard operating procedures. Insure the security of SPOTS cards, parking validation, or other cash-like resources within the Center. Responsible for tracking Center keys and access cards. Ensure the smooth operations of Center office equipment, including PC user support functions; phone systems, and other audio visual communication technology platforms. Prepares purchase orders, direct pay and prepayment requests. Approves purchase orders and other delegated approvals in the absence of the Center Director or Operations Manager. Ensures document retention in accordance with state and federal statutes and rules.

Reviews and coordinates timely approval for all travel related documents for Center personnel. Documents include out of state travel requests, travel expense detail sheets, and prepayment requests for accommodations and registration. Forms must be reviewed for compliance with policy, and to assure that expenditures are within budget allowance. Acts as liaison between Center Director and travelers. Works with Center staff and program managers to interpret policy and to resolve issues. Provides training and guidance as needed.

Coordinates functions at the Center level related to legislative activities including tracking bills, coordinating meetings with legislative staff, other agencies, private sector groups, and other as appropriate; advising staff of hearings and work sessions, accessing legislative updates; preparing reports and logs related to legislative activities; participating in legislative update meetings, maintaining office filing system for legislative testimony, and other supporting documents; tracking information requested of other managers and programs; and distributing information to appropriate staff.

Participates as a member of the Transformation Center management team including demonstrating advanced skills in the areas of meeting facilitation, communication (written and verbal), problem solving, team building, customer service, time management and knowledge of the systems and functions of OHA, the Transformation Center, Coordinated Care Organizations and many other partners and stakeholders.

Chairs, coordinates and plans monthly meetings with Center support staff. Shares information discusses and resolves problems in the implementation and consistent application of policies and procedures; develops new procedures, evaluates office equipment needs, plans record retention in accordance with state and federal statues, rules and guidelines, establishes administrative procedures, and other issues.

Primary contact for statewide agencies, public, media for scheduling, and coordinating response to inquiries. Tracks information and referral requests.

Serves on committees as a Center representative. Acts in cooperation with other Executive Support Specialists as liaisons and coordinators on special projects as requested.

Participates within and contributes to a high performing team.

Other duties as assigned.

WORKING CONDITIONS

Work is performed in a standard office environment with no unusual physical demands or exposures. Work may be required outside normal hours, including evenings or weekends. Many assignments will have short timelines with frequent interruptions. This position requires extensive work with personal computers, printers, copiers, scanners, fax machines, telephone systems and other business/office machines. Some instate travel may be required. Adherence to confidentiality policies is required. Some travel to Salem may be required.

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. OR

Any combination of experience or education that is equivalent to 1 year of experience that typically supports the knowledge and skill requirements listed for the classification. You must attach transcripts if you are using education to qualify.

DESIRED ATTRIBUTES

Documented completion of the National Career Readiness Certificate, Level Four, Silver or higher

Experience working independently and accurately with little direction (with monthly oversight/direction)

Experience interpreting laws, rules, policies and procedures and applying to administrative functions

Experience with technical or administrative support functions requiring independent judgment, decision making and problem resolution

Experience composing written communications, reports and presentations including editing documents for grammar, format and presentation

Experience with desktop publication and web posting

Experience coordinating diverse activities to ensure completion of projects, tasks and assignments on time and budget

Experience gathering, analyzing and organizing information or data and preparing reports

Experience with MS Access, Excel, PowerPoint, Project, Visio and Word

Experience using email and scheduling software such as GroupWise or MS Outlook

Experience working within a high performing team

Applicants that meet the minimum qualifications and most closely match the desired attributes will be invited for an interview.

Additional Information:

PLEASE SUBMIT THE FOLLOWING WITH YOUR ONLINE APPLICATION A Cover Letter (as a separate document) that clearly addresses the desired attributes listed above. If you do not respond to each of the desired attributes, you may not be offered an interview. Qualified applicants whose background most closely matches the desired attributes will be invited to interview. Please save and attach as Cover Letter OHA13-0194.

AND

A Professional Resume that clearly describes your experience, skills and/or knowledge related to the requirements of the position. Please save and attach as Resume OHA13-0194.

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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