Executive Support to the Director of Treatment Services (Executive Support Specialist 1)

About the role

The Executive Support to the Director of Treatment Services position provides confidential administrative support to The Director of Treatment Services. This role includes managing calendars, emails, communications, and official documentation for leadership. It involves preparing materials, maintaining organized tracking systems, processing invoices, coordinating travel, and supporting budget audits.

Responsibilities

• Manage calendars, emails, and communications for leadership.
• Prepare materials and maintain organized tracking systems.
• Process invoices and coordinate travel.
• Support budget audits.
• Organize meetings, prepare agendas and documents, take minutes, manage TEAMS content, and ensure accurate reporting to leadership.
• Offer technical assistance to staff on policies and systems.
• Coverage of customer service during standard business hours.
• Ensure smooth operational support across both campuses.
• Maintain inventories and distribute materials.
• Provide customer service coverage during standard business hours.
• Support department operations by organizing meetings, preparing agendas and documents, taking minutes, managing TEAMS content, and ensuring accurate reporting to leadership.
• Coordinate special events and trainings.
• Oversee compliance with mandatory training requirements.

Requirements

• Three years of clerical/secretarial experience which included one year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures.
• Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.
• No substitution will be made for the one year at the full performance level.

Qualifications

• Excellent computer skills to include knowledge of Microsoft Word, Access, Publisher, PowerPoint, Teams, Excel and Outlook.
• Experience coordinating special events, trainings, and other activities which includes scheduling, agenda development, document preparation, onsite support, presenter coordination and escorting, action tracking, report-outs, attendance tracking, minute-taking, and management of associated TEAMS content.
• Experience providing technical assistance and guidance to staff.
• Experience with procurement, accounting and/or budgeting.
• Excellent written and oral communication skills.

Skills

• Excellent computer skills.
• Experience with special event coordination.
• Technical assistance and guidance.
• Procurement, accounting, and budgeting experience.
• Strong written and oral communication skills.

Benefits

Application Guidance

Your candidate profile and application are your opportunity to showcase your skills and interest in this role. Submissions will be reviewed for clarity, consistency, and communication skills, and for alignment with the guidance provided in the submission requirements listed below.

Submission Requirements

• Resume (required) – Attach your current resume that includes your education, work experience and skills relevant to this position as it relates to meeting the requirements of this position.
• Cover Letter (required) – Attach a cover letter that highlights your relevant skills, experience and accomplishments and why you believe you would be the best candidate for this position.
• Supplemental Questions – Answer all supplemental questions completely and accurately.
• Final Check! – Before submitting, confirm that all required materials are included, and your Workday Job History is current.

The information in your application will be used to complete an Equal Pay Analysis to determine salary placement upon hire. Visit the Equal Pay Analysis Webpage for more information.

How To Apply

• External Candidates: Visit the State of Oregon job opportunities webpage or click the “Apply” tab above to submit your application, following all submission requirements.
• Internal Candidates: Current State of Oregon employees must apply through their employee Workday login, following all submission requirements.

After You Apply

• Complete any pending tasks in Workday under “My Applications” prior to the application deadline.
• Check your e-mail (including junk folder) and Workday inbox regularly for updates on your application.

Reminders

• Eligible veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference.

About The Team & Benefits Of Joining

• We offer a workplace that balances productivity with enjoyment and promotes an atmosphere of mutual respect, dedication, and enthusiasm.
• If you are passionate about doing something meaningful that changes lives, the Oregon Health Authority is the place for you.
• We also offer a competitive benefits package including:
  • Excellent, low-cost medical, vision, and dental coverage for you and your family.
  • Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
  • Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
  • Potential eligibility for the Public Service Loan Forgiveness Program.
  • Retail security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
  • Training and development opportunities to grow your career with the State of Oregon.