State of Oregon
Executive Support Specialist 2 (ESS2) Bilingual English/Spanish Preferred
State of Oregon, Portland, Oregon, United States, 97201
Executive Support Specialist 2 (ESS2) Bilingual English/Spanish Preferred
The Oregon Bureau of Labor and Industries (BOLI) is proud to be an equal opportunity, affirmative action employer committed to workforce diversity. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S community members, and others to apply. BOLI has an opening for two Executive Support Specialist 2 (ESS2) positions in the Civil Rights Division and the Wage and Hour Division. These positions will be based in our Portland office. The successful candidate may also be eligible to work a hybrid schedule. These are permanent, full-time, SEIU represented positions. This recruitment may be used to fill additional vacancies as they occur. What's in it for you: Permanent, full-time employment Work/life balance, vacation, sick leave, 11 paid holidays a year, and personal days off Competitive benefits package including medical, vision, and dental Pension and retirement programs Advancement opportunity within BOLI and other State agencies Opportunity to expand your technical and professional skills Work with others who are passionate about public service Make a difference in the lives of Oregonians Possible eligibility for the Public Service Loan Forgiveness Program What you will be doing: Actively participates in Civil Rights Division or Wage and Hour Division management team meetings to help resolve agency problems and discuss agency goals and objectives, completes assignments received in those meetings, and tracks both decisions and assignments made to others. Assists the administrator and deputy administrator in formulating and implementing agency policies and procedures, including drafting and commenting on drafts created by others. Tracks legislative and rulemaking assignments received by the division to ensure a timely and accurate response. Works with administrative support staff throughout the division, chairing a group that meets at least quarterly to discuss and resolve common problems such as implementation and consistent application of policies and procedures, needs and uses of automated office equipment, budget tracking, and record keeping systems. Monitors monthly and quarterly expenditure reports in consultation with fiscal staff to assure the expenditures are within budget allowance; may assist in the preparation of the biennial budget by providing information such as projected salary and wages, service and supply costs, travel costs, etc. Anticipates the needs of the administrator and deputy administrator by furnishing information required for official replies to correspondence and other official acts. Independently researches, locates, assembles, edits and summarizes material to draft responses to investigatory inquiries from legislators, the governor's office, and other parties regarding handling of CRD investigations or WHD claims and complaints processes, regularly uses a personal computer with word processing capabilities to draft, review, and edit correspondence and other written materials. Maintains calendars of the administrator and deputy administrator and advises them of commitments. Why join us: Our mission... Led by Labor Commissioner Christina Stephenson, the Bureau of Labor and Industries (BOLI) works to ensure that Oregon jobs are good jobs, where workers get paid what they are owed and have a discrimination-free work environment. BOLI protects workers' rights through enforcement of state labor laws, ensures adherence to civil rights law in public spaces and housing, promotes the development of a highly-skilled workforce through registered apprenticeship programs, and provides training and confidential assistance to Oregon employers so they have the tools they need to comply with workplace rules. Working conditions: This position requires a regular work schedule. Professional office environment; regular use of laptop computer and Microsoft 365 applications. Daily contact with the general public, attorneys, and others who are involved in highly sensitive situations and who may be angry, hostile, or otherwise emotionally volatile. Some in-state/overnight travel may be required on an infrequent basis. Travel in adverse weather conditions and during night hours may be required. This position may require the transportation of transport laptops, large files, boxes of files and other equipment which may weigh up to 25 pounds each. Employee may be required to use a state vehicle to conduct business; must have a valid driver's license and a good driving record or be able to provide an acceptable alternate method of transportation. At times, weekend and evening work will be necessary to meet customer demands and department deadlines. This is what you need to qualify: Minimum qualifications: 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. The ideal candidate will possess the following desired skills and attributes: Organizational time management skills: Manage complex schedules, prioritize tasks, and ensure that the deputy director and chief operations officer's time is optimized for productivity. This work includes handling multiple projects, coordinating meetings, and balancing competing demands efficiently. Strong, inclusive communications and interpersonal skills: Excellent verbal and written communication skills, acting as liaison between executives and internal/external stakeholders. Communications ability that considers and respects the diversity of individuals by removing barriers that might arise from differences in culture, language, abilities, backgrounds, and perspectives. Effective DEI communication skills that are inclusive and foster a culture where people feel safe and free to share their experiences. Ability to manage executive level correspondence, prepare reports, and present information clearly and professionally. Analytical and critical thinking: Ability to resolve issues independently and collaboratively, anticipating potential challenges, and proactively finding solutions before they escalate on behalf of the Director's office. Discretion and confidentiality: Experience in dealing with sensitive information, requiring a strong sense of confidentiality and integrity. The ability to handle high-level, confidential matters discreetly is essential for the trust placed in them by senior executives. Technological proficiency: Expertise in Office software (Microsoft Office Suite, especially Outlook, Excel, Word, Power Point) and various communications platforms, especially Microsoft Teams, is crucial. How to apply: Click on the "Apply" link above to complete your online application and submit by the posted closing date. The work experience and/or education section of your application must clearly demonstrate how you meet the minimum qualifications and desired skills and attributes listed above. Attach your current resume and cover letter addressing how you meet the minimum qualifications and desired attributes for this position. Failure to attach requested documents may result in your application being removed from consideration. These attributes will be used to determine which candidates move forward in the process. Be sure to check Workday and your email for additional tasks and updates. After submitting there may be additional required tasks for you to complete prior to the announcement closing. Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes. If you have questions about the job announcement please contact the Recruiter. Additional information: Per the Pay Equity Law passed in 2017, a pay equity analysis will be conducted to determine what pay step the successful candidate will be offered. The analysis will be based on the relevant experience, education, training, and certifications documented in the application materials. On average, candidates new to state service will most likely be offered compensation in the lower to mid-level of the salary range. The salary range listed is the non-PERS eligible rate. If you're already a participating PERS member or once you become PERS eligible after 6 months of employment, the salary range will increase by 6.95% and the required 6% employee retirement contribution will be deducted from your pay. Veterans' Preference - Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, we will ask you for your documents later in the process. Click on the following link for additional information on Veterans' Preference. Employment will be contingent upon passing a criminal background check. Work Authorization - The Bureau of Labor and Industries does not offer visa sponsorships. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet our agency employment eligibility standards. Within three days of hire, you will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. If you have a disability or otherwise require an application in an alternate format in order to complete the process, you may contact us at: Oregon Bureau of Labor and Industries Human
The Oregon Bureau of Labor and Industries (BOLI) is proud to be an equal opportunity, affirmative action employer committed to workforce diversity. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S community members, and others to apply. BOLI has an opening for two Executive Support Specialist 2 (ESS2) positions in the Civil Rights Division and the Wage and Hour Division. These positions will be based in our Portland office. The successful candidate may also be eligible to work a hybrid schedule. These are permanent, full-time, SEIU represented positions. This recruitment may be used to fill additional vacancies as they occur. What's in it for you: Permanent, full-time employment Work/life balance, vacation, sick leave, 11 paid holidays a year, and personal days off Competitive benefits package including medical, vision, and dental Pension and retirement programs Advancement opportunity within BOLI and other State agencies Opportunity to expand your technical and professional skills Work with others who are passionate about public service Make a difference in the lives of Oregonians Possible eligibility for the Public Service Loan Forgiveness Program What you will be doing: Actively participates in Civil Rights Division or Wage and Hour Division management team meetings to help resolve agency problems and discuss agency goals and objectives, completes assignments received in those meetings, and tracks both decisions and assignments made to others. Assists the administrator and deputy administrator in formulating and implementing agency policies and procedures, including drafting and commenting on drafts created by others. Tracks legislative and rulemaking assignments received by the division to ensure a timely and accurate response. Works with administrative support staff throughout the division, chairing a group that meets at least quarterly to discuss and resolve common problems such as implementation and consistent application of policies and procedures, needs and uses of automated office equipment, budget tracking, and record keeping systems. Monitors monthly and quarterly expenditure reports in consultation with fiscal staff to assure the expenditures are within budget allowance; may assist in the preparation of the biennial budget by providing information such as projected salary and wages, service and supply costs, travel costs, etc. Anticipates the needs of the administrator and deputy administrator by furnishing information required for official replies to correspondence and other official acts. Independently researches, locates, assembles, edits and summarizes material to draft responses to investigatory inquiries from legislators, the governor's office, and other parties regarding handling of CRD investigations or WHD claims and complaints processes, regularly uses a personal computer with word processing capabilities to draft, review, and edit correspondence and other written materials. Maintains calendars of the administrator and deputy administrator and advises them of commitments. Why join us: Our mission... Led by Labor Commissioner Christina Stephenson, the Bureau of Labor and Industries (BOLI) works to ensure that Oregon jobs are good jobs, where workers get paid what they are owed and have a discrimination-free work environment. BOLI protects workers' rights through enforcement of state labor laws, ensures adherence to civil rights law in public spaces and housing, promotes the development of a highly-skilled workforce through registered apprenticeship programs, and provides training and confidential assistance to Oregon employers so they have the tools they need to comply with workplace rules. Working conditions: This position requires a regular work schedule. Professional office environment; regular use of laptop computer and Microsoft 365 applications. Daily contact with the general public, attorneys, and others who are involved in highly sensitive situations and who may be angry, hostile, or otherwise emotionally volatile. Some in-state/overnight travel may be required on an infrequent basis. Travel in adverse weather conditions and during night hours may be required. This position may require the transportation of transport laptops, large files, boxes of files and other equipment which may weigh up to 25 pounds each. Employee may be required to use a state vehicle to conduct business; must have a valid driver's license and a good driving record or be able to provide an acceptable alternate method of transportation. At times, weekend and evening work will be necessary to meet customer demands and department deadlines. This is what you need to qualify: Minimum qualifications: 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. The ideal candidate will possess the following desired skills and attributes: Organizational time management skills: Manage complex schedules, prioritize tasks, and ensure that the deputy director and chief operations officer's time is optimized for productivity. This work includes handling multiple projects, coordinating meetings, and balancing competing demands efficiently. Strong, inclusive communications and interpersonal skills: Excellent verbal and written communication skills, acting as liaison between executives and internal/external stakeholders. Communications ability that considers and respects the diversity of individuals by removing barriers that might arise from differences in culture, language, abilities, backgrounds, and perspectives. Effective DEI communication skills that are inclusive and foster a culture where people feel safe and free to share their experiences. Ability to manage executive level correspondence, prepare reports, and present information clearly and professionally. Analytical and critical thinking: Ability to resolve issues independently and collaboratively, anticipating potential challenges, and proactively finding solutions before they escalate on behalf of the Director's office. Discretion and confidentiality: Experience in dealing with sensitive information, requiring a strong sense of confidentiality and integrity. The ability to handle high-level, confidential matters discreetly is essential for the trust placed in them by senior executives. Technological proficiency: Expertise in Office software (Microsoft Office Suite, especially Outlook, Excel, Word, Power Point) and various communications platforms, especially Microsoft Teams, is crucial. How to apply: Click on the "Apply" link above to complete your online application and submit by the posted closing date. The work experience and/or education section of your application must clearly demonstrate how you meet the minimum qualifications and desired skills and attributes listed above. Attach your current resume and cover letter addressing how you meet the minimum qualifications and desired attributes for this position. Failure to attach requested documents may result in your application being removed from consideration. These attributes will be used to determine which candidates move forward in the process. Be sure to check Workday and your email for additional tasks and updates. After submitting there may be additional required tasks for you to complete prior to the announcement closing. Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes. If you have questions about the job announcement please contact the Recruiter. Additional information: Per the Pay Equity Law passed in 2017, a pay equity analysis will be conducted to determine what pay step the successful candidate will be offered. The analysis will be based on the relevant experience, education, training, and certifications documented in the application materials. On average, candidates new to state service will most likely be offered compensation in the lower to mid-level of the salary range. The salary range listed is the non-PERS eligible rate. If you're already a participating PERS member or once you become PERS eligible after 6 months of employment, the salary range will increase by 6.95% and the required 6% employee retirement contribution will be deducted from your pay. Veterans' Preference - Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, we will ask you for your documents later in the process. Click on the following link for additional information on Veterans' Preference. Employment will be contingent upon passing a criminal background check. Work Authorization - The Bureau of Labor and Industries does not offer visa sponsorships. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet our agency employment eligibility standards. Within three days of hire, you will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. If you have a disability or otherwise require an application in an alternate format in order to complete the process, you may contact us at: Oregon Bureau of Labor and Industries Human