Management Assistant 2 (Multiple Positions!)

Management Assistant 2 (Multiple Positions!)

This recruitment will be used to fill multiple positions. Interviews : Due to the high volume of applications we receive, it may take several weeks after the application deadline for us to schedule interviews.

Who We Are

The Office of the State Court Administrator (OSCA) within the Oregon Judicial Department (OJD) oversees Oregon's statewide, state-funded court system. OSCA promotes efficient, statewide improvement and supports local courts in responding to community and statewide needs.

Benefits To You

• We pay 95% to 99% of medical insurance premiums for full-time employees, including mental health coverage.
• 10 paid holidays, 2 floating holidays, 3 personal business days, separate sick and vacation paid leaves (prorated for part-time employees), and other employee benefits such as optional insurances and flexible spending plans.
• OJD will pay you a 5% allowance for bilingual skills (includes ASL) if you can pass a skills test and are assigned to use those skills on the job.
• Salary offers are made with consideration of the candidates' education and experience.

Position Highlights

We are hiring multiple positions in the Management Assistant 2 (MA2) job profile to join our Office of Education, Engagement, and Inclusion (OEEI) and Ombuds Office teams.

In this role, you will perform complex, confidential administrative duties. As a first point of contact for customers, you will help the team make a great first impression. You will interact with judges, trial court administrators, court staff, OSCA division staff, state and local agencies, and the public. You will also prepare, review, edit, and finalize communications to internal and external audiences.

You will help the team prepare for training sessions, conference presentations, committee meetings, and work group sessions. You will make travel arrangements, process event registrations, send confirmation emails, create sign-in sheets and name tags, and update presentation materials. You will also take and share meeting minutes, update internal SharePoint sites, and help with calendaring and scheduling.

You will spend part of your time using Workday, our human resources information system, to approve leave requests on behalf of supervisors and to process recruitment and hiring actions. You will also share training opportunities within Workday Learning.

Our OEEI MA2 will process accounts payable, including reviewing and paying vendor bills, reviewing and correcting travel expense reimbursement requests, and tracking expenditures, budgets, and leave reporting. You will also order office supplies and process mail.

Our Ombuds Office MA2 is an intake specialist. You will receive communications, including questions and complaints, and enter, track, and manage the communications. You will respond verbally and in writing as directed by the program manager.

All assigned duties will be accomplished using established guidelines, procedures, and as directed by the supervisor. Assigned duties may change to accommodate workload and organizational needs.

Instructions for Required Cover Letter and Work History / Resume

Your cover letter and work history / resume should demonstrate how you meet the Minimum Qualifications, the Special Qualifications, and the Requested Skills and Attributes, which are listed below.

Cover Letter (REQUIRED)

Work History / Resume (REQUIRED)

Failure to follow these instructions may result in rejection of your application. All application materials will be evaluated for consistency of information, and your letter will be evaluated for grammar, spelling, punctuation, and language use in addition to demonstrated experience. The application deadline is 11 : 59 p.m. on the date listed above.

Minimum Qualifications

(These must be evident in your resume or work history.) The qualified candidates must have a high school diploma or equivalent AND at least five (5) years of secretarial or administrative experience demonstrating the knowledge, skills, and abilities needed for the position. OR any combination of education and experience equivalent to five (5) years of experience that typically supports the knowledge, skills, and abilities for the position.

Special Qualifications

(These must be verifiable.) None.

Requested Skills and Attributes

(These must be addressed in your cover letter.)

Working Conditions

Additional Information

Criminal Background Check You will be subject to a criminal background check if you are a finalist. Adverse results are evaluated on a case-by-case basis and may result in disqualification if the circumstances are directly related to the duties and responsibilities of the position.

Reference Checks By submitting your application to OJD, you consent to reference checks about your qualifications, your workplace performance, and your work product. United States Employment Eligibility OJD does not offer visa sponsorships. Within three days of hire, you will be required to complete the U.S. Department of Homeland Security's I-9 form confirming authorization to work in the United States. OJD will use E-Verify to confirm that you are authorized to work in the United States.

Future Vacancies Apply now if you are interested in this or future vacancies. This job announcement may be used to fill future vacancies in this class of work. Veterans' Preference Eligible veterans who meet the qualifications will be given preference in the recruitment process. To receive preference,