Support Services Specialist - 2 positions, Job Rotation Optional! - State of Oregon : Job Details

Initial Posting Date:09/30/2024Application Deadline:10/10/2024Agency:Department of State LandsSalary Range:$3,476 - $4,752Position Type:EmployeePosition Title:Support Services Specialist - 2 positions, Job Rotation Optional!Job Description:Do you enjoy supporting multiple teams across agency departments? Are you skilled in balancing multiple requests while providing excellent customer service? Apply to be one of our next two Support Services Specialists (Administrative Specialist 1) by October 10th, 2024! This recruitment is for two (2) limited duration appointments and is available to current state of Oregon employees as a Job Rotation. Both positions are eligible for a hybrid remote schedule with two days in the office and three days working from home.Make a Difference for Oregon. The Department of State Lands (DSL) manages the lands that help fund our public schools and protects the state's waterways and wetlands for the many benefits they provide. Our stewardship ensures vital natural and financial resources contribute to a vibrant, healthy Oregon now and forever. The DSL team makes a difference for Oregonians every day. As our Support Services Specialist, you will too.In these positions, you will prioritize daily and weekly workload to meet program expectations and timelines in accordance with department policies, rules, procedures, and Oregon laws with a high level of accuracy.These two (2) limited duration positions are both represented by the American Federation of State, County, and Municipal Employees (AFSCME). The positions are expected to last through December 31st, 2025, and have the possibility to become permanent. Current state of Oregon employees are encouraged to apply for the Job Rotation option by attaching approval of their current supervisor.What's in it for you?* Serve as part of an integral team supporting multiple divisions across the agency.* Join an organization with smart, driven, co-workers who care about Oregon's economy, environment, and communities, and their co-workers.* Gain full benefits with 95% to 99% of medical insurance premiums paid by the agency for full-time employees, including mental health coverage.* Accrue 8 hours of sick leave and at least 8 hours of vacation leave per month, with your vacation leave accruals increasing every 5 years.* Receive 11 paid holidays, 1 floating holiday, 3 personal business days and other employee benefits such as optional insurances and flexible spending plans.* Automatically enroll into the Public Employees Retirement System (PERS) after 6 months of full-time service.* Earn the initial monthly salary range for this position starting at $3,476- $4,752 for employees new to DSL; as a current PERS participating member, start at $3,708 - $5,082.Working Conditions:Much of the work is in a standard office environment and/or virtual setting and occasional travel may be required. The successful candidate(s) will have the option of working two days in office minimum and up to three days remote/from home. At times, a fast-paced work environment with multiple demands. This position requires the ability to work on multiple tasks, sometimes under pressure of high priority deadlines. Overnight stays and/or extended work hours may be required.What you will be doing:You will provide administrative, operational and program support to ARM operations, programs, and managers to meet program deadlines and accomplish Agency goals and objectives. This includes drafting correspondence, gathering data, assisting with documents and projects, and providing administrative support to specific agency programs and operations.MINIMUM QUALIFICATIONS- to be considered for this position, please ensure you have one of the following combinations of education and/or experience:Two (2) years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data;ORan associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data;ORan equivalent combination of education and experience.DESIRED ATTRIBUTES- tell us which of the following skills, experiences, and related talents you have by highlighting them in your resume and cover letter:* Adaptability & Resilience: Ability to adapt to evolving circumstances, deadlines and priorities with comfort and ease to stay positive in ambiguous and/or challenging situations.* Relationship Building: Proven experience building relationships with colleagues, community partners, internal and external customers, and the community.* Collaboration & Teamwork: Experience working with colleagues through idea sharing and active listening to achieve common goals as a team and exceed customer expectations.* Time Management: Strong time management skills, with experience prioritizing tasks and projects by organizing time wisely to complete deadlines on time while working autonomously to deliver quality work.* Multi-tasking & Judgment: Demonstrated ability to manage competing priorities, multi-task effectively, and use sound judgment to follow through on tasks.* Attention to Detail: Strong attention to detail with the ability to maintain accurate, complete and thorough records in accordance with agency standards.* Effective Communication: Demonstrated ability to communicate clearly and effectively with team members, management, and customers. Ability to read, understand and follow instructions and ask questions as needed.* Responsibility & Confidentiality: Demonstrated responsibility for actions, commitment to assigned tasks, and ability to handle sensitive and confidential data appropriately and according to agency policies and procedures.* Willingness to Learn: Openness to new experiences, seeking feedback, and applying lessons learned from past experiences to continually improve.* Diversity & Inclusion: Demonstrated experience contributing to a respectful and inclusive work environment for people of a variety of backgrounds and experiences.* Technical Skills: Experience with LAS (Land Administration System), Laserfiche, and using computer systems or databases, including Microsoft Office, for filing, organizing, and retrieving data.How to apply:* Complete the following required steps:* Fill out the application or attach a resume. Please contact the recruiter under the 'Additional Information' 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 Desired Attributes section above.* Your cover letter must be limited to no more than two (2) pages.* Please address your cover letter to Mary-ann Jones, Support Services Manager.* 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.The Oregon Department of State Lands is committed to seeking and sustaining a culturally, racially, ethnically, and linguistically diverse working environment. The Department hires staff interested in supporting environmental justice by including communities traditionally underrepresented in public processes. We encourage members of these communities to apply, even if they do not meet 100% of the desired attributes. The Oregon Department of State Lands understands that an authentic focus on equity, diversity, and inclusion in the workplace will in turn create a workforce aligned to meet the challenge of serving all Oregonians.Additional Information:* We're recruiting multiple positions - please check out our current openings on our website and sign up for job alerts via Workday.* This recruitment may be used to fill future positions.* This position is subject to a fingerprint- based background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.* For more information about applying for positions with the State of Oregon via Workday, you may visit the Oregon job opportunities website.* As an employer, DSL complies with Oregon's pay equity law. Salary offers are made with consideration of the candidate's education and experience. For more information on pay equity, click here.* For questions, assistance, or if you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contact [email protected] and please be sure to include the job requisition number.