Initial Posting Date:

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Agency:

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Job Description:

Executive Support Specialist 2 – Executive Assistant
Oregon Department of Transportation
Public Transportation Division
Administrator’s Office
Salem

The role:

Join our team as an executive assistant for the Public Transportation Division (PTD) administrator. In this role, you will be responsible for performing purposeful and deliberate administrative support task for the administrator, unit managers and leadership. You will also coordinate human resource functions, recruiting, onboarding, payroll functions and ensure compliance for state and federal processes and regulations in support of ODOT’s work delivering public transportation. Apply today!

We encourage people from all backgrounds to apply for our positions. We hope you’ll join us on our path to increasing diversity, equity, inclusion and belonging through our values, commitments, strategies and actions.

Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile.

A day in the life:

• Serve as the executive assistant to the PTD administrator.

• Support unit managers and leadership teams with administrative duties.

• Independently research, create and assimilate meeting materials for the administrator.

• Receive, review, follow-up and prepare contracts, agreements, invoices and other documents needed for the administrator’s signature.

• Collaborate in decision-making activities, making administrative, organizational and other operational recommendations.

• Schedule meetings, distribute materials, take meeting minutes and perform other administrative duties.

• Receive and complete personal assignments, record and track action items for leadership.

• Act as the subject matter expert on division-wide administration standards and practice, such as payroll, records retention, and other matters.

• Serve as PTD initial point of contact with all levels of ODOT personnel, contractors, vendors and interested parties.

• Work is primarily performed in an office setting with a minimum of 2-3 days a week in office. Hybrid work options available.

• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov.

What’s in it for you:

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer.

• Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying.

• The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%.

• Public Service Loan Forgiveness opportunity!

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Minimum qualifications:

One year of experience performing administrative duties in support of agency projects or programs.

Note: Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Special qualifications:

Driving is an essential function of this position. You must have a valid driver license and an acceptable driving record. We will conduct pre-employment driving records checks on our final candidate(s). Your license does not have to be issued in Oregon to be considered.

What we’d like to see:

If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience, education and alignment with ODOT values to help us decide who will move forward.

• Prior experience supporting executives, elected officials or management level professionals preferred.

• Demonstrated experience coordinating work events and communications between various departments or programs.

• Previous experience with the State of Oregon or transportation providing high-level administrative support.

• Demonstrated experience working independently to accomplish multiple tasks and proactively communicate with managers and staff.

• Demonstrated experience working in a pressure-filled environment with numerous parties and interruptions.

• Demonstrated experience using sound judgement, decision making and problem solving skills.

• Demonstrated experience dealing with political sensitivities, human resources and confidentiality.

How to apply:

• Complete the following required steps:

  • Fill out the application or attach a resume. Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.

  • Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the “what we’d like to see” section above.

    • Your cover letter must be limited to no more than two (2) pages.

    • Please address your cover letter to Suzanne Carlson, Administrator, Public Transportation Division.

    • Generic cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities.

    • You must upload your cover letter in the ‘Resume/Cover Letter’ section of the application.

  • Complete questionnaire. Answer the checkbox-style questions before submitting your application.

• After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.

• If you are a veteran, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.

Need help?

• For questions, call 503-779-9733 or email ODOTRecruitmentJB@odot.oregon.gov.

Additional information:

• We do not offer visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension]. We are also unable to proceed with Curricular Practical Training (CPT) program requests.

• We may use this recruitment to fill multiple or future vacancies.

• We will conduct name-based criminal background checks on final candidates, including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and/or education verification as required for the position.

• You will become part of the state's management team.

ODOT is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process. For questions, concerns, or complaints regarding EEO/AA/ADA, contact 1-877-336-6368 (1-877-EEO-ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503-986-3700. Oregon Relay Service can be reached by calling 7-1-1.

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Executive Assistant, Executive-level Administrative Support