What are the responsibilities and job description for the Executive Support Specialist 2 position at Oregon Department of Education?
Initial Posting Date:
02/21/2025
Application Deadline:
03/09/2025
Agency:
Oregon Department of Education
Salary Range:
$4,207 - $5,842
Position Type:
Employee
Position Title:
Executive Support Specialist 2
Job Description:
Position Title & Classification: Executive Support Specialist 2
Salary: $4,207 - $5,842 ($4,499 - $6,245 PERS)
We are seeking an Executive Support Specialist 2 to join our Government and Legal Affairs team at the
Oregon Department of Education
. This is a permanent position represented by the Service Employees International Union
(SEIU).This position is limited duration pending permanent funding approval. The limited duration end date will be February 2027 or once funding is approved. This position may be extended if permanent funding is not approved prior to the end date.
Current State of Oregon Employees are eligible to apply as a job rotation or work out of class opportunity. Candidates applying for job rotation or work out of class must receive and attach their supervisor's authorization to apply. Candidates who apply for the job rotation without approval will be rejected.
This position is a hybrid of remote work and will need to report to the office when business or operational needs are dependent on onsite activities. Remote work is embraced to the fullest extent possible without interfering with business.
About Us:
The
Oregon Department of Education’s
(ODE’s) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission
, ODE has the vision to ensure all students have access to and benefit from a world-class, well–rounded, and equitable education system.
This position is located on the Government and Legal Affairs team, in the Office of the Director.
The Government and Legal Affairs Team works across the agency and with outside parties to carry out the education mission and goals of the State Board of Education and the priorities of the Governor as the Superintendent of Public Instruction. The team includes three work units: Civil Rights, Complaint and Appeals Resolution, and Reports and Investigations of Sexual Conduct.
What you will do!
The primary purpose of this position is to the Government and Legal Affairs team. This role requires high levels of confidentiality, discretion, and diplomacy while assisting with scheduling, correspondence, meeting coordination, document preparation, and support for the Fair Dismissal Appeals Board.
Typical Duties Include:
- Executive Support to Government and Legal Affairs Manager, Complaint and Appeals Resolution Unit (CARE) Manager, and the Reports and Investigations of Sexual Conduct Unit (RISC) Manager: managing Outlook calendars, scheduling meetings, and coordinating travel arrangements; drafting, reviewing, and processing correspondence, reports, and presentations; acting as a point of contact, screening and prioritizing communications on behalf of managers; maintaining electronic and physical filing systems, ensuring confidentiality and legal compliance.
- Board Support to the Fair Dismissal Appeals Board (FDAB): Coordinating FDAB hearings, including panel assignments and administrative logistics; maintaining FDAB-related Oregon Administrative Rules and ensuring compliance with public meetings laws; providing administrative support for the FDAB annual meeting and tracking board membership; processing expense claims and maintaining budget tracking for FDAB-related expenditures.
- Administrative Support for Government and Legal Affairs Team: arranging training, conferences, and travel for team members; ordering and managing office supplies; assisting in onboarding new team members and reviewing timesheets for accuracy.
Click this link to view the full position description
Minimum Qualifications (Need to Have)
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.
Desired Attributes (Nice to Have):
- Strong Problem-Solving and Critical Thinking Abilities: Demonstrates the ability to analyze complex situations, anticipate challenges, and develop effective solutions to support the Government and Legal Affairs Team.
- Exceptional Communication Skills: Effectively communicates through speaking, writing, and presenting, ensuring clarity and professionalism when interacting with diverse stakeholders, including agency staff, legal professionals, and the public.
- Confidentiality and Discretion: Handles sensitive information with the highest level of integrity, exercising sound judgment in maintaining confidentiality and ensuring compliance with legal and ethical standards.
- Relationship-Building and Collaboration: Establishes and maintains positive, productive relationships with culturally diverse partners, demonstrating inclusivity, respect, and professionalism in all interactions.
- Technical Proficiency and Digital Fluency: Proficient in office software applications, collaborative platforms, virtual meeting tools, and presentation software (e.g., Microsoft Office Suite, Google Suite, Smartsheet, Adobe, Zoom, and Microsoft Teams) to efficiently manage tasks and communications.
- Organizational and Time Management Skills: Effectively prioritizes workload, manages competing deadlines, and ensures timely completion of administrative and executive support functions in a fast-paced environment.
- Attention to Detail and Accuracy: Demonstrates precision in drafting, reviewing, and managing correspondence, reports, and legal documentation, ensuring compliance with agency policies and regulatory requirements.
- Adaptability and Initiative: Takes proactive steps to support evolving team needs, adjusts to changing priorities, and independently identifies opportunities for process improvement within administrative operations.
We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of the attributes listed.
Why us?
At ODE, we pride ourselves on creating an inclusive, collaborative, and innovative atmosphere. Autonomy is supported while also being offered opportunities to work in dedicated teams or partnerships across the agency. Our office supports a healthy work/life balance and shows genuine care for team members, students, partners, and school leaders. Our team members share and educate with passion for equitable practices and sustainable development for leaders across Oregon. We maintain a constant learning and growing mentality to strive for optimum innovation and consistently applied equity practices.
Our amazing benefits include:
- Excellentmedical, vision and dentalbenefit package for the employee and qualified family members with very low monthly out-of-pocket cost
- Paid days off –
- 11 paid holidays per year
- 3 additional paid "Personal Business Days" per year
- 8 hours of sick leave accumulated every month
- Progressive vacation leave accrual with increases every 5 years
- In addition to standard medical benefits and employee leave, the state also provides additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and child care expenses.
- Student Loan Forgiveness Program:if you have federal student loan debt or are thinking of going back to school, then you will want to look into this program. If you make 120 qualifying payments on your student loan while working full time for a qualifying employer, your student loan debt may be forgiven.
- If you currently work at an Oregon school district or education service district, we may be able to transfer in your sick leave balance!
If you have a desire to make a difference in the lives of Oregonians, apply today!
To apply:
Your cover letter and resume are the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position.
- Upload a resume and cover letter.
- In your cover letter, please include your qualifications relating to any of the desired attributes mentioned for this position (limit to no more than 2 pages). Your resume and cover letter may be uploaded in the Resume/Cover Letter field on the online application. Failure to attach a cover letter and resume may result in the disqualification of your application.
- In addition to your related work experience and education, we will use the attributes and minimum qualifications listed under the “What we are looking for” section above to determine whom to interview. Please make sure the attributes and minimum qualifications you possess are clearly demonstrated in your resume and cover letter.
- Important: Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit additional information after initial application.
- External Applicants: Click on the “Apply” button and submit your resume and cover letter. Please make sure to attach all required documents in the section titled Resume/Cover Letter.
- Internal Applicants: (this includes Current State of Oregon employees): Apply via your employee Workday account.
Please contact
Would you like to learn more about this position or how our application process works? Join our Recruitment team during our ODE Career Chat Sessions. We can assist you with all your application and agency questions!
1st Thursday of the month – 11 am to 11:45 am (PST)
ode.jobs@ode.oregon.gov
if you have any questions on the application process.Would you like to learn more about this position or how our application process works? Join our Recruitment team during our ODE Career Chat Sessions. We can assist you with all your application and agency questions!
1st Thursday of the month – 11 am to 11:45 am (PST)
Join ZoomGov Meeting
https://www.zoomgov.com/j/1618573320
Additional Information:
- Salary Range: The range listed is the Non-PERS salary range. Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS.
- Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit thePay Equity Projecthomepage.
- The job posting closes at 11:59 PM (PDT) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submission. These questions are necessary to complete the application process.
- Communication: Please monitor your Workday account, as communication will be sent to your Workday account. You must have a valid e-mail address to apply.
- Future Vacancies: 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.
- External Applicants (non-state of Oregon employees): If you would like to retain a copy of this job posting, please print a copy before submitting your application. Once the job posting has closed, you will not be able to access the posting.
- Background Check: This position requires successfully passing a criminal record check, which may require a fingerprint-based records check and/or credit history check, as a condition of employment.
- If you need an accommodation under the Americans with Disabilities Act (ADA), have questions or need assistance with the application process, please contact us atode.jobs@ode.oregon.gov. Please be sure to include the job requisition number.
- Veterans: Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website:Veterans Resources. You may also call the Oregon Department of Veterans' Affairs at 1-800-692-9666.
- Visa Sponsorship: The Oregon Department of Education does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. The Oregon Department of Education is an E-Verify employer. If you are the successful candidate you must present your I-9acceptable documents(See page 3) for employment verification.
Helpful links and contact information:
- Learn more aboutODE
- Understanding the State Application Process
- Resources for Job Seekers
- Get There
- Oregon’s easy-to-use carpool matching tool and trip planner.
- Live, work, and play inSalem, Oregon.
- For additional information, you may contact us by e-mail atode.jobs@ode.oregon.gov.
The Department of Education is an equal opportunity, affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.
Come for a job | Stay for a career | Make a difference...for a lifetime!
Salary : $4,207 - $5,842
