Executive Assistant (Executive Support Specialist 2)

Initial Posting Date:

07/22/2025

Application Deadline:

07/29/2025

Agency:

Department of Human Services

Salary Range:

$4,537 - $6,048

Position Type:

Employee

Position Title:

Executive Assistant (Executive Support Specialist 2)

Job Description:

Executive Assistant (Executive Support Specialist 2) REQ-184046

• Learn more about our program, as your work providing services will be through the Aging & People with Disabilities Program (APD). 

SUMMARY OF DUTIES

In this position, you will ensure the goals, mission, and objectives of the Administrative Unit for Aging and People with Disabilities (APD) programs are supported through the essential administrative support of the Program Director, Deputy Director, Deputy Operations Director and the executive team. An understanding of the programs in APD is vital to this position as this individual supports the Program Director and Deputy Directors, and acts as a support in management meetings, assists with recruitment activities, serves on agency-wide committees and ensures that programmatic needs are supported. Major duties include:

Executive Support

• Performs confidential administrative duties for the Executive Leadership in APD. Is the primary executive assistant for the Director of APD.

• Attends Management Team meetings and coordinates with program to provide assistance with minutes, action items and responsible parties. Creates and keeps minutes with these items and distributes and tracks this information. Transcribes action items and meeting minutes into a standardized format. Reviews these minutes with Executive Management. May assist in other meetings providing similar support for program and Operations.

• Required to understand program structure within APD.

• Schedules meetings within ODHS and OHA and with partners. Uses Outlook and Doodle polls as needed and secures meeting locations. Includes preparation for technology such as video conferencing, projectors, laptops and presentations. May contact partners and stakeholders including SEIU, Management in ODHS, APD, AAA Directors and Legislators. Schedules conference calls with local, State, and Federal partners.

• Assists in developing materials, filing, copying, organizing, ordering supplies and distributing documents for meetings.

• Submits and coordinates background check requests via ORCHARDS.

• Serves as Wireless Watchdog Coordinator for Central Office managers and staff.

WORKING CONDITIONS

The person in this position will work full time in the Salem office for 3-6 months, then a hybrid option will be available and with a mutually agreed upon schedule. Some travel may be required. This job requires standing for periods of time, occasional lifting and stooping, regular filing. Requires the ability to lift materials and equipment (i.e. laptop, projector), and copies of materials for distribution.

MINIMUM QUALIFICAITONS (MQ's)

• 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.

ESSENTIAL ATTRIBUTES:

Please address the essential attributes in a cover letter not to exceed 2 pages. Your application materials will be screened for each of these attributes. Those whose skills match all of them and who also meet the MQ's listed above, will be invited to interview.

• Experience performing proactive confidential administrative duties for Executive Leaders including scheduling and Minutes.

• Experience coordinating travel and meeting technology support (e.g., video and in person conferencing, Teams and Zoom).

• Experience with billing, contracts, and invoicing, and assisting in collecting signature and authorization for program Comms

• Experience with cell phone tracking and reporting, background checks, and recruitment processes and support.

​ATTENTION ALL CANDIDATES!

• A cover letter is required. Clearly describe how you meet the essential attributes listed above in the cover letter not to exceed two (2) pages.

• Please make sure your application materials, resume or job history, are clearly outlined as this information will be used to determine your starting salary range. Note: Your cover letter (if requested) and resume may be uploaded in the Resume/CV field on the online application.  

• The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.

BACKGROUND CHECKS and REQUIREMENTS

• If selected as a finalist, we will conduct a criminal history and background check. Adverse criminal history or background check may lead to disqualification. Additional background check information.

• The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.

BENEFITS

• Amazing benefits package.

• Cost of Living Adjustments.

• Possible eligibility for the Public Service Loan Forgiveness Program.

• Annual salary increases (until you reach the top of the listed salary range).

• ODHS Employee Resource Group communities that promote shared learning.

EMPLOYMENT PREFERENCE

• Veterans’ preference information.

• How to submit your Veteran documents for preference. Please do not attach your Veterans’ preference documentation in the Resume/CV field of your application.

GENERAL INFORMATION

• This is a permanent, full-time position and is represented by the Service Employees International Union (SEIU).  

• This recruitment may be used to fill future vacancies in the same classification.

CONTACT INFORMATION

We invite you to contact ADA.DHS@dhsoha.state.or.us for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.

• The recruiter for this position is Jennifer Moisa. If you contact the recruiter, please include the job requisition (REQ) number listed at the top of this job post.

• Email: JENNIFER.M.MOISA@odhs.oregon.gov