Administrative Specialist Technical Services

Full job description Initial Posting Date:
04/16/2024 Application Deadline:
04/30/2024 Agency:
Water Resources Department Salary Range:
$3,948 - $5,483 Position Type:
Employee Position Title:
Administrative Specialist, Technical Services Division Job Description:
Working Title: Technical Services Division Administrative Specialist
Classification: Administrative Specialist 2
Position Type: Limited Duration, expected to end 12/31/2024, Full-Time
Representation: SEIU represented
FLSA Status: Non-Exempt, eligible for overtime and compensatory time
Monthly Compensation: $3,948.00-$5,483.00 before PERS*, $4,222-$5,861.00 after PERS*
Work Location: Hybrid, remote option flexibility with work occasionally completed onsite at the North Mall Office Building, 725 Summer St. NE Salem, Oregon 97301

About the Oregon Water Resources Department
Our Vision
The vision of the Oregon Water Resources Department is to assure sufficient and sustainable water supplies are available to meet current and future needs.
Core Values
Integrity – We are accountable for all that we do. We act with honesty and promote transparency.
Service – We are dedicated to providing outstanding service and treating everyone equitably in our management and stewardship of state resources.
Technical Excellence – We base our resource decisions on law, science, and expertise.
Teamwork – We are united in our mission, relying on one another and working together with the communities we serve.
Forward-Looking – We seek innovative and practical solutions to the water challenges of today and tomorrow.

******** Strategic Plan
The Oregon Water Resources Department's strategic priorities for ******** are to:
Modernize our management of Oregon's surface water and groundwater resources to meet instream and out-of-stream uses
Work to secure Oregon's instream and out-of-stream water future in the face of increasing water scarcity
Foster a forward-looking team dedicated to serving Oregonians with integrity and excellence

The Oregon Water Resources Department is committed to creating a workplace culture that understands and appreciates differences among people and is welcoming and inclusive to all. By fostering fairness and equity in its work culture, the Department strives to improve services for all Oregonians. We acknowledge that not all people have experienced equitable opportunities or fair treatment. We are committed to increasing our awareness and understanding of historic injustices and building a foundation for meaningful change. We value a wide range of professional and lived experiences, and people of underrepresented communities are strongly encouraged to apply.
Job Description
PROGRAM INFORMATION
This position is part of the Technical Services Division (TSD), which includes the Groundwater Section, Surface Water-Hydrology Section, Dam Safety, and Well Construction & Compliance. This position is also a member of the agency's administrative support team and will provide support for other Divisions as needed as a member of this team.



This position will perform work with our core values in mind. The person in this position performs duties in a manner that promotes customer service and teamwork, including treating all persons courteously and respectfully and exhibiting behavior that is encouraging and flexible with co-workers and customers who may have different styles. This position engages in effective team participation by exhibiting integrity and striving for technical excellence, including a willingness to assist and support co-workers, supervisors, and other work-related associations. This position develops good working relationships with division and agency staff through active participation in accomplishing the agency mission and resolving problems in a constructive manner and maintains a forward-looking attitude to continual improvement. This position demonstrates openness to constructive feedback to strengthen work performance; and contributes to a positive, respectful, and productive work environment. This position fosters and promotes the importance of a diverse, discrimination-free, and harassment-free workplace; improves Diversity, Equity, and Inclusion practices within the Department; understands their responsibilities for promoting the affirmative action goals and objectives in the Department; and acts in a responsible manner if they become aware of any Department employee engaging in any type of harassment or other unacceptable workplace behaviors.

PURPOSE OF POSITION
The TSD Administrative Specialist is responsible for supporting the division's activities, including: assisting with travel arrangements; scheduling, recording and maintaining records related to virtual and in person meetings with personnel within and outside of the agency; reviewing and processing various forms for completeness and accuracy; assisting with inventory tracking, processing purchasing forms for supply and equipment orders; scanning files and uploading files to agency data bases; helping with print orders, mailing projects and special projects, and supporting other sections and divisions as needed. This position provides administrative support for agency advisory committees, including Zoom meeting management and YouTube livecasting, keeping notes during the meeting, drafting meeting summaries, and keeping the agency's website up to date.
This position assists with property ownership tracking for invoicing and program needs, supports equipment maintenance tasks, including section vehicle preventative maintenance scheduling and vehicle shuttling to the motor pool.
This person will assist with the processing of incoming and outgoing mail following state government procedures and United States Postal Service regulations. They will account for, sort, and track all monies received during the mail process or over the counter, write receipts for cash and checks received from customers and through the mail. This position also maintains procedure manuals using Microsoft Office products or other databases.

Minimum Qualifications
Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR



An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An equivalent combination of education and experience.

Preferred Qualifications

Experience in relationship building and working collaboratively in a team setting with comfort in seeking feedback in an effort to increase efficiency and promote growth;
Experience in supporting management in a confidential administrative setting;
High proficiency in customer service and producing work products in a timely manner;
Strong attention to detail, grammatical organization, and experience with editing professional documents, memos, and email correspondence;
Strong organization skills, including the ability to manage multiple priorities; work with multiple deadlines, continual change, and at times heavy workloads; and pivot between competing priorities (including many same-day requests) and situations with ease and grace;
Digital fluency with office software, applications, collaborative platforms, virtual meeting apps, and presentation software (e.g., Microsoft Office products, PowerPoint, SharePoint, Adobe, Zoom, Microsoft Teams, Sharepoint, and Youtube Livestream).

Note: In addition to your related work experience and education, we will use both the minimum and desired qualifications above to determine whom to interview. Please make sure all your relevant qualifications are clearly demonstrated in your application materials. Your application materials may be evaluated on spelling, grammar, punctuation, attention to detail, and presentation. We are most interested in finding the best candidate for the job, and that candidate may not meet every one of our listed preferred qualifications. Lived experience may count towards the preferred qualifications. If you are excited about this position, we encourage you to apply. If you are unsure as to whether you meet the preferred qualifications of this position, please contact us to discuss your application.
Working Conditions
The individual in this position will work at a computer station for extended periods of time. Requires the ability to periodically deal with the stress of deadlines, and/or large volumes of work. Occasional lifting of up to 50 pounds. Occasional contact with hostile or angry customers. May be required to work overtime for special projects and meet deadlines. This position may travel to other offices or agencies as part of their regular duties. This position is suitable for some hybrid work and at times for full time in-office work. Some duties for this position will be required to be done in the Salem office.

Some Benefits of Working with us

We offer a competitive benefits package
that includes:
Exceptional medical, vision and dental
plans with employees paying 1-5% of the total rate. Leave accrual starting at 8 hours of sick and 10 hours of vacation leave per month, with your vacation leave accruals increasing every 5 years.
Access to an additional four days of discretionary leave - 3 days of personal business leave and one day of Special Leave to use each year.
Eleven paid holidays per year.
Membership in the Public Employees Retirement System (PERS)
, including a pension and employer contributions to the Individual Account Program. Optional benefits, such as term life insurance, long-term and short-term disability, long-term care, health and dependent care flexible spending accounts and enrollment in the Oregon Savings Growth Plan
, a deferred compensation program with a wide variety of investment options. The opportunity to receive loan forgiveness under the Public Service Loan Forgiveness Program
(must qualify). You can find a summary of employee benefits here: Benefits Memo.pdf (oregon.gov)

Application Requirements

Please ensure to provide your resume and cover letter for full consideration.
1. Provide a brief (no more than 1 page) cover letter indicating why you are interested in, and a good candidate for, the Administrative Specialist position at the Oregon Water Resources Department.

2. Provide a brief (no more than 2 page) resume indicating your experience pertinent to the required and desired qualifications in this announcement.
Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit additional information after initial application. If you have questions about this job posting, please contact Human Resources at
. Current State of Oregon employees must apply through your employee Workday account
Important Information
Future Vacancies
This applicant pool may be used to fill additional vacancies as they occur over the next three (3) months.
PERS Salary Information
NON-PERS ELIGIBLE (Includes most new hires to state government. Employees typically gain PERS eligibility after six months of state service. PERS ELIGIBLE (Typically current or former employees of Oregon state or local government, public schools, universities, etc.) The salary listed will state base monthly salary, which is BEFORE PERS. Work Authorization
The Oregon Water Resources Department does not offer visa sponsorships. Within three days of hire, all applicants will be required to complete the U.S. Department of Homeland Security Form I-9, confirming authorization to work in the United States.
Veterans
If you are an eligible veteran and you meet the qualifications, veterans' preference points will be added to your score. For more information on veterans' preference points visit and select Veterans resources under Resources. Please do not attach veteran documentation to your initial application, after you have applied you will be sent a task in your Workday account to provide your veteran documentation at that time.
The Oregon Water Resources Department is an Equal Opportunity, Affirmative Action Employer Committed to Workforce Diversity.