Executive Support Specialist - Division of Child Support

Responsibilities

Assist the Division Leadership and other teams with confidential administrative assistance and act as the communication link between the executive team and the program.

• Coordinate scheduling and calendaring of meetings for the Division Leadership.
• Take meeting minutes for multiple committees and the executive team.
• Coordinate travel arrangements and process travel reimbursements as necessary.
• Serve as the primary communication link between Division Leadership and other stakeholders on various issues.
• Provide confidential assistance, including preparation of recruitment and hiring materials and coordination of information for personnel actions and personnel files.
• Maintain and manage central filing systems, archiving, recording retention of files, opening, and sorting mail.
• Assist with motor pool car reservations and coordination of virtual meetings.
• Maintain and manage a SPOTS Visa card for the Director’s Office.

• Three years of clerical/secretarial experience, including one year at a full performance level (full typing, word processing, or document generation).
• Courses or training in Office Occupations or Office Technology may substitute for up to one year of experience (but not for the full performance level year).
• Valid Oregon Driver’s License.
• Successful completion of a comprehensive employment reference check and fingerprint-based criminal background check.
• Must obtain a Notary Public commission within six months of hire and maintain it throughout the appointment (active notarized status preferred).

• Excellent written and verbal communication skills.
• Strong interpersonal skills.
• Ability to work independently and as part of a team.
• Detail oriented.
• Proficiency in Excel, Word, and Outlook.
• Strong time management and prioritization abilities, with flexibility to shift priorities.

• Permanent, full-time employment.
• Vacation, sick leave, and 11 paid holidays per year.
• Special days off.
• Excellent medical, dental, and vision benefits.
• Pension and retirement programs.
• Supportive work environment with equal opportunity and workforce diversity.

The Oregon Department of Justice is an equal opportunity employer. We do not discriminate based on race, color, national origin, ethnicity, veteran status, gender, sexual orientation, religion, age, or disability, and we are committed to workplace diversity.