What are the responsibilities and job description for the Executive Support Specialist 2 position at Department of Human Services?
Initial Posting Date:
03/03/2025
Application Deadline:
03/17/2025
Agency:
Department of Human Services
Salary Range:
$4,537 - $6,048
Position Type:
Employee
Position Title:
Executive Support Specialist 2
Job Description:
The
Oregon Department of Human Services
is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star
and our vision for a positive RiSE organizational culture
that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S community members, and others to help us achieve our vision of a diverse and inclusive community.
Opportunity awaits!
We are seeking an Executive Support Specialist 2 to join our Director’s Office team at the Oregon Department of Human Services.
Step into a vital role as an Executive Support Specialist 2 with the Oregon Department of Human Services, where your contributions will directly support our leadership team and ensure the seamless operation of the Director’s Office
In this vital role, you will provide confidential executive support to the ODHS Director and Deputy Director, assisting with administrative tasks and ensuring the smooth operation of the office. As part of a collaborative team of administrative professionals, you will deliver exceptional customer service and support key functions within the Director's Office, contributing to the department's overall success.
The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.”
Summary of Duties
The Director's Office is responsible for overall leadership, vision, strategic direction, resource allocation, administrative oversight, and policy direction for the agency. The Director's Office priorities include building a positive, inclusive, and enduring agency culture; using research, data, and analytics to inform decisions; advancing equity and inclusion; increasing meaningful engagement with partners; and becoming an interconnected organization.
As an Executive Support you will:
- Provide confidential executive support primarily to the Deputy Director and Director’s Office executives as part of the Director’s Office support team.
- Maintain Deputy Director calendar and advises of commitments; anticipates needs by furnishing information required for official reply to correspondence and other official acts.
- Review calendars of Director Office executives; assists with scheduling conflicts; advises executives of schedule changes.
- Actively maintain contact lists and contact information; liaisons with contacts to prepare executives for meetings.
- Efficiently prioritize and schedule the people, events and items requiring actions.
- Maintain files of correspondence, notes, reports, lists, instructions, guidelines and similar material requiring rapid retrieval and presentation; Prepare administrative documents, invoice payments, lists, manuals, etc.
- Independently, locate, assemble, edit and summarize material, information and data for administrative action.
- Draft or edit confidential or legal information.
- Prepare executives with relevant materials for meetings.
- Arrangement meetings, special conferences, and events.
- Coordination and at times, supervision of clerical employees providing short term special project or assignment support for the Director’s Office executives.
Minimum Qualifications
One year of experience performing administrative duties in support of agency projects or programs.
Qualifying experience would involve experience managing complex calendars, event coordination, note taking and summarizing meeting action items and/or similar experience.
Essential Attributes
We are looking for candidates with:
- Discretion and Diplomacy: Experience working with executives, with a strong understanding of how to navigate politically sensitive situations and communicate with tact confidentiality and professionalism.
- Scheduling experience: Extensive experience managing complex calendars and coordinating multiple schedules using Microsoft Outlook.
- Flexible and Comfortable with Changing Priorities: Experience adapting quickly to shifting priorities and new tasks, while proactively reassessing workloads, adjusting plans as needed, and maintaining focus on key objectives to ensure smooth operations and continued support for executive needs.
- Strong Writing Skills: Ability to create clear, concise, and professional documents, emails, and reports, while communicating complex information accurately and adapting tone and style to suit different audiences.
- Communication Skills: Strong verbal communication abilities, with a focus on clarity, effective collaboration, and building professional relationships with diverse audiences and partners.
- Organized and Detailed Oriented: Ability to manage multiple tasks efficiently, maintaining a high level of organization and attention to detail to ensure accuracy and timely completion of work.
- Computer Knowledge: Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint, as well as Microsoft Teams for effective communication, collaboration, and document management.
Attention all candidates! A cover letter is required. Clearly describe how you meet the minimum qualifications and essential attributes in your application materials. Your application materials will determine if you are selected to move forward in the selection process. Please include detailed work and education history.
Working Conditions
- Your work will have a hybrid work format that includes office work and some work that can be conducted remotely. You will be required to come into the office about __2_ days per month.
- This is a fast-paced office environment with multiple demands.
- This role requires the ability to manage several tasks at once, handle frequent interruptions, and work efficiently under the pressure of tight deadlines.
- Must be able to prioritize, document processes, and track completion of work.
- Occasionally requires travel to meetings or events.
Background Checks and Requirements
- If selected as a finalist, we will conduct a criminal history and background check. Adverse criminal history or background check may lead to disqualification.Additional background check information.
- The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.
Benefits
- ODHS Employee Resource Groupcommunities that promote shared learning.
- Cost of Living Adjustments.
- Annual salary increases (until you reach the top of the listed salary range).
- Amazingbenefits package.
- Possible eligibility for thePublic Service Loan Forgiveness Program.
Employment Preference
Veterans’ preference:
- Veterans’ preference information.
- How to submit your Veteran documents for preference. Please do not attach your Veterans’ preference documentation in the Resume/CV field of your application.
General Information
- This is a permanent, full-time position and is an Executive Service, Non-Supervisory position and is not represented by a union.
- This recruitment may be used to fill future vacancies in the same classification.
Contact Information
We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.
- The recruiter for this position is Teresa Camacho De La Torre. If you contact the recruiter, please include the job requisition number: REQ-176131.
- Email: Teresa.CamachoDeLaTorre@odhs.oregon.gov
- Phone (call or text): 971-286-0701
