What are the responsibilities and job description for the Executive Support Specialist 2 - Limited Duration position at Bureau of Labor and Industries?
Initial Posting Date:
02/26/2025
Application Deadline:
03/05/2025
Agency:
Bureau of Labor and Industries
Salary Range:
$4,537 - $6,048
Position Type:
Employee
Position Title:
Executive Support Specialist 2 - Limited Duration
Job Description:
***Current Internal State of Oregon employees please use your employee Workday account – go to Jobs Hub – Find Jobs to apply.
***All others – To apply for this position, click on the "Apply" link above to fill out the online application and submit by the posted closing date and time.
The Oregon Bureau of Labor and Industries (BOLI) is proud to be an equal opportunity, affirmative action employer committed to workforce diversity. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S community members, and others to apply.
BOLI has an opening for one limited duration Executive Support Specialist 2 position in the Wage and Hour Division. This position will be based in our Portland office. The successful candidate may also be eligible to work a hybrid schedule.
This is a limited duration, full-time, executive service position, scheduled to last until June 30, 2025. There is a chance that this position may become permanent.
What's In It For You
- Full-time employment
- Work/life balance, vacation, sick leave, 11 paid holidays a year, and personal days off
- Competitive benefits package including medical, vision, and dental
- Pension and retirement programs
- Advancement opportunity within BOLI and other State agencies
- Opportunity to expand your technical and professional skills
- Work with others who are passionate about public service
- Make a difference in the lives of Oregonians
- Possible eligibility for thePublic Service Loan Forgiveness Program
What You Will Be Doing
Below is a sampling of job duties. It is not meant to encompass all duties.
Administrative and Management Support
- Assists and represents both the Division Administrator and Deputy Administrator in the administration of agency programs, operations, and operational issues, consulting with WHD,CRD, and ATD administrators, WHD managers, CRD Managers, and the public
- Coordinates internal and external communications with these entities representing the Wage and Hour Division and Civil Rights Division and ensuring that proper information is given in a timely manner
- Explains (verbally or in writing) laws, rules, policies, and procedures to division staff and stakeholders
Executive Support
- Actively participates in division management meetings and discussions related to division goals, priorities, and progress. Receives and completes specialized administrative assignments received in management meetings
- Provides the division administrator and executive managers with executive secretarial and administrative support, e.g., schedules meetings; formats and processes reports and correspondence; composes and processes letters and various documents and schedules meetings
- Anticipates the needs of the division executive staff and furnishes information that is required for correspondence, preparation for meetings and executive action
- Prepares, coordinates and processes material, information, and data for administrative action
- Maintains and coordinates control and flow of materials received, routed, and assigned.
Personnel Coordination
- Serves as the division personnel coordinator and liaison with HR to ensure that all necessary paperwork is submitted in a timely and accurate manner, including highly sensitive matters such as discipline or employee separations
- Maintains the division organizational charts; roster of division personnel; employee position descriptions; and division training requests
- Advises management on process regarding recruitment, retention, salary, and performance evaluations for division staff to maintain compliance with agency and state policies
- Assists division management with preparing for a new hire and termination of employees, e.g., telephone request, computer log on request, building keys, and signature authorization request, if necessary
- Serves as the division travel coordinator; coordinates travel arrangements
Why Join Us
Our mission...
Led by Labor Commissioner Christina Stephenson, the Bureau of Labor and Industries (BOLI) works to ensure that Oregon jobs are good jobs, where workers get paid what they are owed and have a discrimination-free work environment. BOLI protects workers’ rights through enforcement of state labor laws, ensures adherence to civil rights law in public spaces and housing, promotes the development of a highly-skilled workforce through registered apprenticeship programs, and provides training and confidential assistance to Oregon employers so they have the tools they need to comply with workplace rules.
Working Conditions:
To perform the duties of this job, the employee must be able to use a computer terminal 80% of the time. The employee occasionally retrieves files from a central file that requires bending, stooping, reaching, lifting and carrying up to 25 pounds. The employee must be able to use a telephone and multi-task while working on complex account evaluation in multiple data systems, subject to frequent interruptions to respond to customer calls. The employee must communicate orally and in writing to respond to customer questions. Continually integrate new information into daily work while working in an environment of constant change. The employee must manage multiple tasks with constant interruptions as well as a heavy workload with competing deadlines.
This Is What You Need to Qualify:
- 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.
The ideal candidate will possess the following desired skills and attributes:
- Organizational and Time Management Skills: Manage complex schedules, prioritize tasks, and ensure that the deputy director and chief operations officer’s time is optimized for productivity. This work includes handling multiple projects, coordinating meetings, and balancing competing demands efficiently.
- Strong, Inclusive Communication and Interpersonal Skills: Excellent verbal and written communication skills, acting as a liaison between the executives and internal/external stakeholders. Communication ability that considers and respects the diversity of individuals by removing barriers that might arise from differences in culture, language, abilities, backgrounds, and perspectives. Effective DEIA communication skills that are inclusive and foster a culture where people feel safe and free to share their experiences. Ability to manage executive-level correspondence, prepare reports, and present information clearly and professionally.
- Analytical and Critical Thinking: Ability to resolve issues independently and collaboratively, anticipating potential challenges, and proactively finding solutions before they escalate on behalf of the Director’s Office.
- Discretion and Confidentiality: Experience in dealing with sensitive information, requiring a strong sense of confidentiality and integrity. The ability to handle high-level, confidential matters discreetly is essential for the trust placed in them by senior executives.
- Technological Proficiency: Expertise in office software (Microsoft Office Suite, especially Outlook, Excel, Word and PowerPoint) and various communication platforms, especially Microsoft Teams, is crucial.
How to Apply
- Click on the "Apply" link above to complete your online application and submit by the posted closing date.
- The work experience and/or education section of your application must clearly demonstrate how you meet the minimum qualifications and desired skills and attributes listed above.
- Attach your current resume and cover letter addressing how you meet the minimum qualifications and desired attributes for this position. Failure to attach requested documents may result in your application being removed from consideration. These attributes will be used to determine which candidates move forward in the process.
- Be sure to check Workday and your email for additional tasks and updates. After submitting there may be additional required tasks for you to complete prior to the announcement closing.
- Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes. If you have questions about the job announcement please contact the Recruiter.
Additional Information
- Veterans’ Preference - Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, we will ask you for your documents later in the process. Click on the following link for additional information onVeterans’ Preference.
- Employment will be contingent upon passing a criminal background check.
- Work Authorization - The Bureau of Labor and Industries does not offer visa sponsorships. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet our agency employment eligibility standards. Within three days of hire, you will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States.
If you have a disability or otherwise require an application in an alternate format in order to complete the process, you may contact us at:
Oregon Bureau of Labor and Industries
Human Resources
1800 SW 1st Ave, Suite 500
Portland, OR 97201
Phone (503) 400-7332
Fax (503) 400-7332
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