Initial Posting Date:

12/02/2021

Application Deadline:

12/22/2021

Agency:

Secretary of State

Salary Range:

$3,268 – $4,934

Position Type:

Employee

Position Title:

Administrative Specialist 2

Job Description:

LOCATION: Salem, OR

This position may be eligible for part-time remote work with manager approval.

SALARY:

$ 3,268 to $ 4,934 /per month Non-PERS

$ 3,463 to $ 5,231 /per month PERS

ABOUT THE AGENCY:

The Oregon Secretary of State is one of three constitutional offices created at statehood. As an independent constitutional officer, the Secretary of State answers directly and solely to the people of Oregon.

The Secretary of State employs approximately 200 full-time, part-time, and temporary employees. The Secretary oversees the functions of seven program divisions: Archives, Audits, Corporation, Elections, Business Services, Information Systems, and Human Resources.

OUR MISSION:

Build trust between Oregonians and their state government so Oregonians can trust the public services and the public servants who can make a difference in their everyday lives.

OUR VISION:

We envision an Oregon without barriers where everyone has equitable access to our democracy, available tools to achieve economic success, our state resources are efficiently utilized and accountable to the public, and where we honestly acknowledge our state’s history.

We lead with our values and believe every voice should be heard.

OUR VALUES:

ACCESS FOR ALL

We seek to identify and actively eliminate barriers.

AUTHENTICITY

We are honest and true with ourselves and others.

CLARITY

We share stories, using plain language to increase understanding and impact.

RESPECT

We strive to understand all viewpoints.

For more information about the Oregon Office of Secretary of State, please visit: State of Oregon: Oregon Secretary of State – Home

WHAT’S IN IT FOR YOU:

• Family Friendly Work Life Balance (paid time off, 12 holidays, 3 personal days, short and long term disability benefits)

• Take Care of Yourself and Your Family (comprehensive employee benefits, choice of medical plans, vision plan, life insurance, child care flexible spending account, employee assistance program)

• Celebrate Uniqueness: Diversity and inclusion are cornerstones of our values. We recognize that diversity and inclusion are critical to developing a talented, high-performing workforce and are committed to providing a supportive work environment in which all of our employees can thrive and reach their full potential. We strive to maintain a culture that attracts, develops and retains a diverse workforce that closely mirrors the residents of our community. We learn from and respect the cultures in which we operate and value the uniqueness of individual talents, experiences and ideas.

• Invest in Your Future: (Pension plan, deferred comp, short and long term disability plan, flexible spending accounts for healthcare and dependent care)

• Be Appreciated (employee recognition events, agency unique employee recognition program allowing for additional leave options such as vacation buy-out and sick leave roll-over, dynamic employees doing impactful work)

• ADA: At the Secretary of State, we value community and foster a sense of belonging for our employees

See our current job listings and internship opportunities, compensation, and benefits here: Careers with the Secretary of State .

WHAT YOU WILL DO:

In this role, you will support the Elections Program Administrator with the creation of multilingual elections materials, as directed in House Bill 3021, at the state and local level. This will be accomplished in part by, but not limited to:

• Working collaboratively with state and county partners to ensure requirements of new election laws relating to increased language access to voters’ pamphlets are being met.

• Assisting with ensuring identified languages are represented and correct content is displayed on state and county websites.

• Providing administrative support in the procurement and coordination of services, and goods, as it pertains to voters’ pamphlet coordination.

• Responding to public questions provide public information and acting as internal point of contact for voters’ pamphlet publication and translation requirements.

• Assisting in formation and support of the Translation Advisory Council, assist in council members onboarding and the development of Council policy and procedures.

• Coordinating meeting logistics, preparing Council meetings materials, drafting and distributing agenda, taking meeting minutes and distributing to council members.

• Collaborating with Elections management and Communications team to create and implement a communication plan for multilingual elections materials to a wide variety of partners and stakeholders.

• Advising division management of impact of proposed changes to agency programs, policies and operations and assist with communication plan for changes.

• Ensuring healthy and ongoing communication with county clerks and other stakeholders.

• Providing feedback and assist with research, writing and editing of internal and external messages including newsletters, program materials, and information related to division.

• Working with lead workers, provide administrative support to Elections Division as needed for implementation of new requirements.

• Coordinating with management to respond to legislative inquiries as needed.

For explicit duties, please request a copy of the position description from [email protected] .

TO QUALIFY:

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you don’t meet every one of our qualifications listed.

Your application must demonstrate education and/or experience in the following:

Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations;

OR

an equivalent combination of training and experience.

One year of postsecondary education may be substituted for up to one year of the experience.*

*All applicants must submit a copy of all transcripts with their application to receive credit for college degrees or coursework. Credits must be from an accredited college or university. Transcripts must include name, coursework and indicate that a degree was obtained. On-line transcripts are acceptable.

As the most competitive candidate, your application will demonstrate the following requested skills and experience:

• You can effectively communicate with internal and external customers, some being irate.

• You have demonstrated the ability to function independently and in a team environment.

• You possess strong multitasking skills; you are comfortable prioritizing multiple tasks with frequent interruptions.

• You possess strong planning, organizational, and time management skills.

Additional Requirements:

The State of Oregon requires all executive branch employees to complete their COVID-19 vaccination series or have an approved exception to the requirement due to a medical condition or sincerely held religious belief. Successful candidates for this position must submit vaccination documentation or be approved for an exception prior to their first day of employment. Failure to provide proof of full documentation or receipt of an approved exception will lead to withdrawal of the job offer. For more information, visit our policy listed here .

If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.

HOW TO APPLY:

• Click apply

• Upload your resume
  

• Complete job history and education sections to clearly demonstrate how you meet minimum qualifications for the position

• Complete application questionnaire

• Submit your finalized application

• Complete additional inbox questionnaires on confidentiality and veteran status

• Check back periodically for additional actions

Please note: you must attach your resume to your application and complete the job history and education sections of the application. Failure to submit the required materials will remove your application from consideration.

ADDITIONAL INFORMATION:

• Additional applicant screening will depend on the number of qualified applications received. Screening may include skills testing, the results which may be used as part of the applicant evaluation process.

• Candidates whose background most closely matches the qualifications and required/requested skills of this position will be invited to an interview.

• Successful candidates must pass a criminal history check. Adverse background data may be grounds for immediate disqualification.

• Eligible veterans who meet the qualifications will be given veterans’ preference. For further information, please see the following website: Veteran Resources . You may also call the Oregon Department of Veterans’ Affairs at 1-800-692-9666.

• The Secretary of State does not offer VISA sponsorships. 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.

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6%.

QUESTIONS?

For additional information you may contact us at [email protected] .

The Oregon Secretary of State is an equal opportunity, affirmative action employer committed to a diverse workplace.