Executive Support Specialist 1

Position Title: Executive Support Specialist 

Classification: Executive Support Specialist 1 

Salary: $3,798 - $5,193 ($4,051 - $5,554 PERS) 

Type: Permanent, Full-time, Non-Exempt 

We are seeking an Executive Support Specialist to join our Child Nutrition Program (CNP) at the Oregon Department of Education. This is a permanent position represented by the Service Employees International Union (SEIU).  
 

This position follows a hybrid work model. Onsite presence at the Public Service Building will be required when providing Front Desk coverage, which can be expected at least once every two weeks. Additional onsite days may also be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would be in the office. 

What you will do! 

The purpose of this position is to provide confidential secretarial support and perform or coordinate administrative work for upper level agency management position (Child Nutrition Program Director, School Nutrition Manager, Community Nutrition Manager, USDA Foods and Procurement Manager), including preparing and completing special projects and assignments. A key responsibility is to assess program needs and/or process changes in policies and procedures. The person in this position also coordinates projects, assists the team in developing program/operational goals, and establishes/maintains procedures to support the program.   
 

Typical duties include: 

• Maintains and processes program procedures  

• Process CNP new/renewal applications and forms 

• Tracks the ODE CNP inbox  

• Schedule and arrange appointments, meetings for the team managers and director 

Please click here to view the full position description 

If you would like to retain a copy of this job post or the PD linked above, please print a copy before submitting your application.  Once the job posting has closed, you will not be able to access the posting. 

Application Instructions: 

A cover letter and resume are required and are an important part of the application process. Only these materials are considered during the screening process;  

• A cover letter (no more than 2 pages), highlighting your skills and experience, and demonstrating how your qualifications align with the required and desired qualifications for this role. 

• A current resume detailing your relevant experience and education as it will be used in place of the detailed Workday work history for this agency-specific recruitment.   

Additional application materials (such as letters of recommendation or transcripts) will not be reviewed. Cover letters and resumes are reviewed throughout the recruitment process by Human Resources and the Hiring Manager. 

Minimum Qualifications (required) 

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. 

Preferred Skills & Knowledge (Desired Attributes) 

• Experience managing multiple concurrent projects or programs with competing deadlines (e.g., tracking due dates, coordinating reporting cycles, or juggling several administrative processes at once), demonstrating the ability to prioritize and maintain quality output under shifting demands. 

• Experience working independently with minimal oversight, including determining timelines, monitoring progress on assigned tasks, and exercising judgment to revise or correct work products without close supervision. 

• Demonstrated professional written and verbal communication skills, such as drafting correspondence, memos, or reports for review and signature by leadership, or communicating with external stakeholders (public, agency partners, vendors) with diplomacy and tact. 

• Experience providing administrative or secretarial support to management-level staff, including calendar management, scheduling, meeting coordination, or processing forms/applications in a compliance-driven environment. 

We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of the attributes listed.    

Our Agency Mission and Office Culture:  

The Oregon Department of Education’s (ODE’s) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission, ODE has the vision to ensure all students have access to and benefit from a world-class, well–rounded, and equitable education system.  

The Child Nutrition Programs section supports the mission of the State Board of Education by providing leadership to child nutrition programs throughout the state, assisting programs to provide nutritious meals to children and qualifying adults making children ready to learn, and by supporting nutrition education for children enabling them to reach their full potential for lifelong learning, health and productivity. The Child Nutrition Programs section of the Office of Student Services exists to fulfill federal requirements for: 1. Oversight of federal grants and federal entitlement funds to sponsors of Child Nutrition Program, and 2. Assuring that all children and needy families have access to food, a healthful diet and nutrition education. The section provides state level administration for child nutrition programs delivering 80 million meals annually to Oregon’s children to prepare them for a successful educational experience. 
 
Oregon State provides amazing benefits! Follow the link below to learn more:  

Oregon Job Opportunities : Benefits : State of Oregon  

Application Resources & Information:  

• Eligible veterans and Oregon National Guard service members (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.  Be sure to submit your documentation prior to the close date of this posting to have the preference considered.  

• Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.  

• The job posting closes at 11:59 PM (PDT) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submission. These questions are necessary to complete the application process.  

• Please contact [email protected] if you have any questions on the application process or need an accommodation under the Americans with Disabilities Act (ADA). Please be sure to include the job requisition number.  

• Oregon Job Opportunities: How to Apply (Internal & External)  

• Understanding the State Application Process  

• Resources for Job Seekers  

Additional Information:  

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95%.  

• Review the Classification and Compensation page for more details on the classification, or you may visit our website for information on the job offer process following pay equity.  

• Future Vacancies: This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.  

• Visa Sponsorship: The Oregon Department of Education does not offer visa sponsorship. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.  

The Department of Education is an equal employment opportunity & affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.  We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed.   If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.   

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