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Administrative Specialist 1 - Culture and Engagement Admin Support (ODOT17-0823oc) more...
Location:Salem, OR
Company:Oregon Department of Transportation
First posted:May 18, 2017


Oregon Dept. of Transportation - Central Services Division - Human Resources
Administrative Specialist 1 - Culture and Engagement Administrative Support
ODOT117-0823oc - Salem  
  Bring your exceptional organizational and communication skills to ODOT's Human Resources team! 
The culture and engagement administrative support assist the employee civil rights and diversity manager with planning and coordination of the statewide diversity conference and also assist the employee labor relations manager during collective bargaining. 
This is a part-time seasonal position.  Seasonal positions are regular status, benefits eligible positions, which occur, terminate and recur periodically or regularly.
The Oregon Department of Transportation (ODOT) works to provide a safe, efficient transportation system that supports economic opportunity and livable communities for Oregonians.
This position is with the Central Services Division, Human Resources in Salem.  Human Resources provides centralized and dispersed services department-wide such as employee development and training, employee relations, labor relations and labor contract negotiations, recruitment, employee civil rights, classification and compensation, records, and position management.
We invite members of all diverse communities to join our workforce as we endeavor to best serve Oregonians from every background.  ODOT values diversity and inclusion because they are good for Oregon. We believe that by welcoming differences, encouraging new ideas and views, listening to and learning from each other, and providing opportunities for professional enrichment we are better able to serve those around us. We thank you for considering this employment
The successful candidate will become part of the state's management team.  

Per the state of Oregon  Executive Order 17-07   (Download PDF reader) , this position is exempt from the hiring freeze. 

Duties & Responsibilities

Diversity Conference Support

  • Assist in the planning, organizing, and onsite support of the statewide diversity conference, held annually in September.
  • Participate as a member of the steering team to provide updates and report on action items. 
  • Coordinate conference schedules and activities, contact speakers and vendors, assist with travel arrangements, monitor budget or expenditures, track documents and approvals and explain policies or procedures to conference speakers, partners, vendors, and other service providers.
  • Develop procedures and reference materials for use by the conference planning team. 

Collective Bargaining Support

  • Provide confidential administrative support for collective bargaining documentation requirements.
  • Coordinate schedules and communication between bargaining team participants. 
  • Attend management team meetings, track work plans and action items. 
  • Compile data and provide reports to the bargaining team.
  • Track and report on the status of collective bargaining activities.
  • Keep and purge a variety of manual and electronic records. 

Working Conditions

  • Flexible work schedule is required Monday through Friday during normal business hours with occasional evening work. 
  • Work is performed in an active office environment with frequent use of a computer. 
  • Manage multiple tasks with strict deadlines and conflicting priorities.
  • Extensive interaction with internal/external stakeholders and occasionally encounters with upset individuals.
  • Maintain high level of confidentiality and handling sensitive information.
  • Proficient use of Microsoft Word, Excel, PowerPoint, Outlook, and internal databases.

Qualifications, Required & Requested Skills

Minimum Qualifications

  • Three years of clerical/secretarial experience which included two years at a full performance level performing typing, word processing, or other generation of document. and
  • Lead work responsibility or coordination of office procedures.
  • Note:  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 two years at the full performance level.

Preferred Attributes
Qualified applicants for this recruitment will be evaluated on the following preferred attributes to be considered for an interview:

  • Strong organizational and planning skills.
  • Able to track and balance multiple tasks and shift priorities as needed.
  • Effectively communicate by email, phone, and in person with team members, stakeholders and customers.
  • Clear and concise business writing.
  • Conference planning experience.
  • Expert level skill in using Microsoft Office software programs (Outlook, Word, Excel, and PowerPoint), internal databases and Survey Monkey.

Additional Information

To apply for this position, you must:

  1. Complete the application. A resume or position description will not be accepted in place of a completed application. We will not consider resumes attached to applications for this recruitment.
  2. The work experience and/or education sections of your application must clearly demonstrate how you meet the minimum qualifications listed above.
  3. Attach a cover letter, no more than two pages, which demonstrate how your experience and background meets the preferred attributes listed above. 
  4. Complete the supplemental questions.
  5. Veteran's documents attached to application, if applicable.

Failure to follow these instructions may disqualify your application. Incomplete or late applications will not be considered.
You are strongly encouraged to print and/or save a PDF copy of your electronic application for your records.
Pre-employment Checks
We will conduct criminal background checks on final candidates not including current ODOT employees. All applicants are subject to additional pre-employment check(s) such as driver license, LEDS, and/or education verification as required for the position.
Veteran's Points
Eligible veterans who meet the qualifications will be give veterans' preference.  To receive preference, veterans must attach appropriate documentation as outlined by the Department of Administrative Services at the following website:  Veterans Resources .  Please title your DD214 like this, "[Your Last Name] DD214" and your disability letter "[Your Last Name] Disability Letter."  Veterans may also call the Oregon Department of Veterans' Affairs at 1-(see application details).

  • For questions about the job announcement, call Jo Anne at (see application details).
  • For technical help with your login or online application issues, call 1-(see application details) from 6:30a to 5:30p PST M-F by leaving a voicemail. It may take up to 24 hours to receive a response. If you do not receive a response after 24 hours, you can email Technical Support at (see application details) . 

Oregon Department of Transportation
Human Resources/Recruitment, MS12
355 Capitol St NE
Salem OR 97301-3871
Fax (see application details)
ODOT is an Equal Employment Opportunity and Affirmative Action Employer.
This information can be made available in an alternative format by contacting ODOT Recruitment at (see application details) or through Oregon Relay Service at 7-1-1.
ODOT does not discriminate on the basis of disability in admission or access to our programs, services, activities, hiring, and employment practices. Questions: 1-(see application details) (EEO-ODOT) or through Oregon Relay Service at 7-1-1.
ODOT is committed to complying with the Americans with Disabilities Act. It is our policy not to discriminate against any qualified employment applicant because of a disability. Applicants with a disability may request a reasonable accommodation during the application process by contacting the Employee Civil Rights & Diversity Manager at 1-(see application details) (EEO-ODOT)
ODOT does not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by State or Federal laws.  For questions, concerns, or complaints regarding Equal Employment Opportunity and Affirmative Action, contact the Employee Civil Rights & Diversity Manager at 1-(see application details) (1-877-EEO-ODOT).

Core benefits

Medical, vision and dental insurance

  • Comprehensive medical, dental and vision plans for the employee and qualified family members
  • $5,000 in employee basic life insurance

Retirement benefits

  • Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)
  • Employer paid defined benefit and defined contribution programs

**Effective November 1, 2016, SEIU represented employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95%. Upon becoming a PERS participating member, SEIU employees pay the employee 6% contribution to PERS.
Paid leaves and other benefits

  • Sick leave earned at the rate of 8 hours per a month with no maximum accumulation
  • Vacation leave earned at a minimum rate of 8 hours per month with accrual rate increases at 5-year increments
  • 24 hours personal leave earned each fiscal year
  • Ten paid holidays a year

The state also provides access to an innovative Employee Assistance Program that offers work-life counseling, along with homeowner, legal and family resources. 

Optional benefits

  • Term life (employee, spouse or domestic partner, and dependents
  • Long-term and short-term disability
  • Accidental Death and Dismemberment
  • Long-term care (self and eligible family members)
  • Flexible spending accounts
  • Option to enroll in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.

The following information describes typical benefits available for employees. Actual benefits received may differ by position or branch of government or be prorated for other than full time work.

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