Full Time Executive Support Specialist 1 (HR Executive Assistant) in Salem, Oregon at Forestry-Salem Headquarters
Executive Support Specialist 1 (HR Executive Assistant)
Location: Salem, Oregon
Industry: Government, Human Resources, Jobs
Type: Full Time
There is one permanent, full time position available with the Oregon Department of Forestry located in Salem. This announcement will be used to establish a list of qualified candidates for this position and may be used to fill future vacancies as they occur. If you are hired, you will become part of the State’s management team. For specific questions regarding this position please contact Jonathan Herman, Human Resources Director, at (503) 945-7296.
The Oregon Department of Forestry’s (ODF) Mission is – To serve the people of Oregon through the protection, management, and promotion of a healthy forest environment, which will enhance Oregon’s livability and economy for today and tomorrow. ODF is a multi-programmed, multi-funded public agency chartered and structured to administer the forest laws and policies of the State of Oregon, within the framework of sustainable forests, for the benefit of all Oregonians.
The Human Resources Section is responsible for providing direction, guidance, and assistance to Department of Forestry employees on human resources, training, and safety matters. The Section supports over 600 permanent, and during fire season upward of 700 seasonal employees throughout the state. The HR function is involved in policy development and implementation as well as the day to day functions in the following major areas of human resource management: Recruitment and Selection; Equal Employment Opportunity/Affirmative Action; Position Classification and Accounting; Compensation and Benefits; Labor Relations & Grievance Resolution; Contract Negotiations; Training Needs Analysis & Course Development; Career Development; Management and Employee Development; Employee Award & Suggestion Programs; Safety Compliance; Accident Investigation & Prevention; Cost Control of Workers’ Compensation Claims; Injured Worker Programs.
This position provides confidential executive support to the Human Resources Director as well as the Human Resource professional staff and coordinates a wide variety of activities for the Human Resources Section. This position assures that diverse activities are integrated and coordinated with each personnel staff’s functions and that critical information flows smoothly within, through and from the unit throughout the department. This includes performing confidential duties in the coordination of employee grievances, disciplinary action proceedings, workers compensation claims, safety, and gathering and coordinating information used for collective bargaining issues. This position also provides primary back up support to the front desk.
Duties & Responsibilities
Major duties include, but may not be limited to:
CONFIDENTIAL EXECUTIVE SUPPORT to Human Resources (HR) Director:
Provide confidential administrative support to the HR Director by performing a variety of administrative tasks including, but not limited to:
Administrative Support: Anticipate supervisor’s needs by furnishing information required for official reply to correspondence including public records requests. Research and provide information/material requested by supervisor; draft a variety of correspondence, memos and other documents on behalf of supervisor; locate, assemble, edit, summarize and compile data, material, information, etc from multiple sources and develop reports; Review documents for clarity, format, and conformance with Department standards and coordinate the signing/approval of a variety of documents for HR Director’s approval and signature.
Document Management: Develop and maintain supervisor filing system (electronic and hard copy drop files). Establish and maintain retention of files. Establish and maintain retention/revision schedules for human resource related directives and policies to ensure all guidance is accurate.
Calendar & Scheduling: Develop and maintain supervisor calendar, ensuring accuracy, and advising supervisor of commitments. Serve as key contact for scheduling and coordinating a variety of meetings with staff, partners, stakeholders, etc. Print and publish calendar and keep current the in/out board. Make arrangements for meetings and special conferences/trainings, arrange travel itinerary and accommodations; Prepare and submit travel and expense claims.
HR Staff Meetings: Schedule monthly HR Staff Meetings. Reserve rooms and schedule guests (as appropriate). Solicit agenda items and prepare agenda for meetings. Ensure materials and any technical needs are coordinated. Take minutes and publish to HR Team. Maintain e-file of meeting minutes and agendas.
Collective Bargaining Support: Assist the HR Director in preparation for contract negotiations. Prepare and distribute collective bargaining concepts. Prepare and distribute collective bargaining books and work session/negotiation materials for management team members.
Legislative Tracking: Coordinate legislative tracking for Human Resources and ensure all bills requiring input are assigned and reviewed in designated time frame. Coordinate with agency legislative coordinator. Provide training/orientation to HR Staff on Agency process and forms.
Mail/Email Management: Open, scan, or read and distribute Human Resources mail. View and organize supervisor email, ensuring that questions are routed to appropriate staff and work assignments are tracked and deadlines are calendared.
HR Staff Leave Requests: Maintains HR Staff Leave Calendar in coordination with leave request approvals.
ADMINISTRATIVE SUPPORT to HR Team:
Reception Backup: Service as primary backup to the receptionist. Provides daily lunch and break coverage for the front desk.
Safety Program Support: Provide administrative support to the Statewide and Salem Safety Committees. Take and distribute minutes. Supports Safety Manager with logistics for Safety Forum and Emergency evacuations drills. Make necessary logistical arrangements for the annual safety trainings for the Salem Compound. Prepare OSHA 300 Logs and distribute as appropriate, gather documents for Incident Reports, data entry for worker’s compensation and vehicle accident claims. Maintain inventory of Salem Compound safety kits.
Training Program Support: Assists in development of agency specific HR training as needed. Agency Administrator for iLearn Oregon. Attends iLearn Oregon Administrator meetings and reports back to the agency on system updates and capabilities. Supports users through setting up trainings, password reset, providing reports and maintaining up to date training records. Make logistical arrangements. Schedule appropriate facilities, draft training announcements, send invitations and schedule of participant attendance, and confirm speakers. Assure the training materials and handouts are copied and ready for various trainings. Enter training records/manage rosters.
Information Systems Help: Serves as HR IT Coordinator. Function as the HR office support for computer systems. Assist the HR staff with correcting system related failures; notify IT of issues through Track-It work order submission. Assess hardware/software needs and make recommendations on needed IT purchases. Perform updates on intranet and internet pages for HR.
Web Management: Serve as web administrator for HR web pages. Create and maintain SharePoint intranet pages for HR, Safety and Training programs. Compile, edit and prepare statistical and other informational reports for the Human Resources Section for both internal and external agency use. Maintains and updates the agency personnel directory in conjunction with the receptionist.
Data Systems Management: Maintain records in various data systems. Such data systems are used to track disciplinary actions, grievance and arbitration actions and timelines, BOLI/EEOC and TORT Claims, background checks, safety records, training records, layoff and other types of personnel activities. Receive data downloads from DAS and SAIF which must be manipulated and edited to prepare statistical and other informational reports such as position/employee lists, personal information.
GENERAL OFFICE SUPPORT:
Payroll Processing: Coordinate and review time recording for HR staff. Coordinate with Payroll team as needed. Review and update monthly attendance reports for the Human Resource Section, research any discrepancies and recommend corrective action process to HR Director.
Payment Processing: Review for accuracy process invoices, purchase orders, contract release orders, and other documents.
Purchasing: Serves as primary purchasing support for HR team. Obtains and maintains SPOTS card. Maintains the inventory of supplies, equipment, and materials. Prepare, review, and submit travel and expense claims as requested for HR staff.
Budget Monitoring: Establish and maintain budget monitoring procedures. Monitor, audit, and reconcile with the Budget Management Unit any inconsistencies in monthly and quarterly expenditure reports to assure the expenditures are within HR budget allowance. Assist in the preparation of budgets by providing information (e.g., salary information, service and supply, travel). Assist the HR Director in the development of long- and short-range operational goals and plans.
Because the Department’s highest priority work is a forest fire emergency, this position may be utilized during those emergencies to provide assistance in a variety of ways. That assistance may be directly aiding the emergency effort in the field or at the Salem headquarters. It also may be in providing backup to fill in for another position that is being used in direct aid to the emergency, or it may be in performing an essential function in some capacity either within this Program or elsewhere in Salem or in the field.
Qualifications, Required & Requested Skills
Three years of clerical/secretarial experience which included:
- One year at a full performance level performing typing, word processing, or other generating of documents; -AND-
- Lead work responsibility or coordination of office procedures.
Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience. No substitution will be made for the one year at the full performance level.
- Experienced executive support professional who possesses the ability to work well independently and as part of a diverse team.
- Excellent communicator that consistently delivers excellent customer service with an attention to detail and a high level of accuracy.
- Possess strong organizational skills and have the ability to handle high volumes of information efficiently and an ability to prioritize the work.
- Exhibits flexibility and adaptability.
- Demonstrates ability to handle sensitive and confidential information and situations with tact while maintaining strict confidentiality.
- Experience with executive calendar management.
- Experience with payroll, purchasing and expenditure tracking.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Demonstrates ability to use various software programs: Statewide Financial Management System (SFMS), DAS personnel database (PPDB), Sharepoint, iLearnOregon.
NOTE: This position requires the operation of a State vehicle for the purpose of conducting official State business. An Oregon driving record check will be conducted on the top applicants to ensure a valid license and acceptable driving record. If your license is from outside Oregon, you must submit at least a three year court/DMV printout at the time of interview.
An unacceptable driving record includes:
- Conviction of a major traffic offense within the previous 24 months which includes reckless driving, driving under the influence, failing to perform the duties of a driver, criminal driving while suspended or revoked, fleeing or attempting to elude a police officer, felony hit and run, etc.;
- Felony revocation of driving privileges or felony or misdemeanor license suspension within the previous 24 months;
- More than 3 moving traffic violations in the previous 12 months;
- A careless driving conviction in the previous 12 months;
- A Class A moving traffic violation in the previous 12 months.
- Additional Information
- IMPORTANT NOTICE:
To improve communication with all applicants the State of Oregon now requires an e-mail address be provided on all applications. If you do not currently have an e-mail address and do not know where to go to get one, please refer to our Applicant Frequently Asked Questions web page to view several links to internet providers where you can get a free e-mail account. The State of Oregon does not endorse any particular provider.
To insure clear communication, please unfilter emails from neogov.com and governmentjobs.com.
To apply, follow the “Apply” link above and complete the Oregon Employment Application online. All application materials must be received by the closing date/time posted on this announcement.
This announcement has supplemental information required for submission. Please see the SUPPLEMENTAL QUESTIONS section of this announcement.
Please note: This is a management service position and not represented by a union. Pay and benefits on all job announcements may change without further notice.
If you require an alternate format in order to complete the employment process, you may call ODF Human Resources at 503-945-7200.
Only complete applications will be considered. Your answers to the supplemental questions must be reflected in the work experience section of your application. Be sure to answer all supplemental questions and attach all required documents. Responses to the supplemental questions will determine if you meet the minimum qualifications, any special qualifications and/or desired attributes for the position. Do not submit a resume in place of completing the Supplemental Questionnaire or the Work Experience section of the application.
Qualified applicants whose responses most closely match the requirements for this position will be invited to interview. Transcripts must be submitted to receive credit for education coursework at the time of application.
Veterans – If you are an eligible veteran and you meet the minimum qualifications, veterans’ preference points will be added to your score. To receive veterans’ preference points you MUST attach to your electronic application the following required documentation:
- A copy of the DD214/215 for the five (5) point preference;
- OR A copy of the DD214/215; AND a veteran’s disability preference letter from the United States Department of Veterans’ Affairs for the ten (10) point preference.
For more information on veterans’ preference points visit www.oregonjobs.org, and select veterans’ preference.
PLEASE NOTE: The Oregon Department of Forestry does not offer visa sponsorships. Within three days of hire, all applicants will be required to complete U.S. Department of Homeland Security form I-9, confirming authorization to work in the United States.THE OREGON DEPARTMENT OF FORESTRY IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY
- State of Oregon
NOTE: Locations vary by Agency/Department
Salem, Oregon, 97301.
- Agency/Department Contact Information
Salary: $2,818.00 - $3,906.00 Monthly
Application Link: https://www.governmentjobs.com/careers/oregon/jobs/1923507-0/executive-support-specialist-1-hr-executive-assistant