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Office Support Specialist (Office Specialist 2)

Company

Oregon Department of Education
Address , Salem, 97310
Employment type FULL_TIME
Salary $2,823 - $4,073 a month
Expires 2023-09-19
Posted at 8 months ago
Job Description
Initial Posting Date:
08/04/2023
Application Deadline:
08/20/2023
Agency:
Oregon Department of Education
Salary Range:
$2,823 - $4,073
Position Type:
Employee
Position Title:
Office Support Specialist (Office Specialist 2)
:
Position Title: Office Specialist Support, Office of Equity, Diversity and Inclusion Initiatives
Classification: Office Specialist 2
Salary: $2,823.00 - $4,073.00 Monthly, Base salary before PERS*
Representation: SEIU Represented
Type: Limited Duration expected to end June 30, 2025, Full-Time
We are seeking an Office Specialist 2 to join our Office of Education Equity, Diversity and Inclusion Initiatives at the
Oregon Department of Education
. This position is Limited Duration expected to end June 30, 2025, this is a full-time, SEIU Represented position.
This role is a hybrid of remote work and will need to report to office when business or operational needs are dependent on onsite activities. Remote work is embraced to the fullest extent possible without interfering with business.
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!
Join us every Thursday from 11:00am-11:30am.
Click Here to Join ODE Career Chats!
Meeting ID: 229 488 288 526
Passcode: gohDji
Our Agency Mission and Office Culture:
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.
The major activities of the
Office of Equity, Diversity and Inclusion Initiatives (OEDII)
are to ensure that ODE’s Equity Initiatives and Programs are implemented and provide guidance and assistance to Oregon school districts, Education Service Districts, and also provide supports to ODE internally.
Our office is an office of powerful and passionate individuals who are committed to restructuring and dismantling of systems and institutions that create the dichotomy of beneficiaries and the oppressed and marginalized.
We work with various equity-focused and culturally-specific projects, enacted through legislation and implemented with partners across the agency. Our goal is to develop partnerships to provide support, technical assistance, and funding to districts, ESDs, and Community Based Organizations to improve the learning and experience of students and families from communities that are currently and historically harmed and marginalized by educational systems.
What you will do!
The primary purpose of this position is to provide clerical technical support to the Office of
Equity Diversity and Inclusion Team. This includes providing information and technical assistance to school districts, education service districts, and other education and community partners relating to the work of the OEDI team. This position will also provide clerical support to the team in the writing of spending plans, scheduling of meetings and events, and review for accuracy and compliance data relating to the OEDI priorities.
Tasks and responsibilities will include:
  • Make all necessary arrangements for meetings and workshops, including arrangements for facilities, lodging, meals, etc., for staff and participants; prepare encumbrances, agendas.
  • Assist in budget planning and creation by identifying program allocations compared to school districts and ESD investment and outcomes.
  • Engage in regular briefings on change in federal and state requirements pertaining to equity, diversity and inclusion initiatives and the responsibilities of the OEDI team.
  • Prepare publications including the layout and development of masters for and dissemination of documents and publications using desktop publishing to produce masters for publication and layouts for publications
  • Develop forms and procedures as needed for special projects, anticipating the need for fiscal and statistical reporting and participant information.
  • Create draft and final correspondence, reports and documents, edit copy for spelling and format errors and make corrections
  • Monitor, review, record and maintain grant award files. Track each grant application from beginning to closing, recording monies spent and product completion.
  • Assist in development and production of electronic presentation materials and conference presentations.
Please click here to view the full position description.
Minimum Qualifications (Need to have):
Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
An associate degree in any field;
OR
An equivalent combination of education and experience.
Desired Attributes (Nice to have):
Candidates who are the most competitive will possess a compelling combination of the following background, skills, and experience:
  • Strong written and verbal communication skills, with high grammatical and editing proficiencies.
  • High proficiency in electronic and physical record keeping, including tracking a wide variety of information and data through email, verbal meetings, and other communications, and storing for future reference to use in information sharing and report building.
  • Demonstrates interest in learning, developing and building upon a continuous commitment to deepening their understanding of equity, diversity, and inclusion and the way these understandings show up in the work they do.
  • Experience with capturing a high volume of detailed notes through typing and writing, including taking meeting minutes, and efficiently completing a memo, brief or finalized notes for wider sharing.
  • High proficiency in a wide variety of clerical and administrative support tasks for a large professional team, office or organization.
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 our qualifications listed.
Mandatory Working Conditions and Working/Hiring Considerations:
General office environment with much use of computer and various software products. Weekly, monthly, and annually occurring deadlines, as well as emerging priorities. Pressure of frequent deadlines and rush jobs. Routine interruptions from telephones and persons seeking information which requires the handling of several projects or tasks simultaneously while developing quality projects for each timeline. Occasional lifting of heavy boxes. Regular and reliable attendance is required to meet the demands of this position and provide necessary administrative support.
Our amazing benefits include:
  • Excellent medical, vision and dental benefit 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 and increases every 5 years.
  • 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.
  • 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.
  • Progressive vacation leave accrual and increases every 5 years.
  • If you currently work at an Oregon school district or education service district, we may be able to transfer in your sick leave balance!
  • 3 additional paid "Personal Business Days" per year,
  • 8 hours of sick leave accumulated every month,
  • 11 paid holidays per year,
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.
  • 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).
  • Upload a resume and cover letter.
Application Tips:
  • Your resume and cover letter may be uploaded in the Resume/CV field on the online application. Failure to attach a cover letter and resume may result in the disqualification of your application.
  • 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/CV. View this video for help.
  • Internal Applicants: (this includes Current State of Oregon employees): Apply via your employee Workday account. View this job aid for help.
  • Please contact [email protected] if you have any questions on the application process.
  • 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.
Additional Information:
  • 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.
  • Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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-9 acceptable documents (See page 3) for employment verification.
  • If you need an accommodation under the Americans with Disabilities Act (ADA), have questions or need assistance with the application process, please contact us at [email protected]. Please be sure to include the job requisition number.
Helpful links and contact information:
  • Oregon’s easy-to-use carpool matching tool and trip planner.
  • Get There
    • Oregon’s easy-to-use carpool matching tool and trip planner.
  • Learn more about ODE
  • Live, work, and play in Salem, Oregon .
  • Resources for Job Seekers
  • For additional information, you may contact us by e-mail at [email protected].
  • Understanding the State Application Process
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. 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 our qualifications listed. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.
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