Management Assistant Job Vacancy in Judicial Department Salem, OR – Latest Jobs in Salem, OR

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Company Name : Judicial Department
Location : Salem, OR
Position : Management Assistant

Job Description : Initial Posting Date:
03/18/2022
Application Deadline:
04/03/2022
Agency:
Judicial Department
Salary Range:
$3,703 – $6,034
Position Type:
Employee
Position Title:
Management Assistant 2 (Management Assistant)
Job Description:
Application Tips & Requirements
Workday times out after approximately 15 minutes of inactivity.
REQUIRED: A cover letter that demonstrates how you meet the Minimum Qualifications, Special Qualifications, and Requested Skills and Attributes , listed below. Prepare your cover letter before starting your Workday application.
REQUIRED : a completed work history, either through your completion of the Job History (internal candidate) or Work Experience (external candidate) portion of your Workday profile, OR by attaching an updated resume.
Your cover letter and work history must demonstrate how you meet the Minimum Qualifications, Special Qualifications, and Requested Skills and Attributes , listed below.
You must follow all Instructions to be considered for this position.
Failure to provide a completed work history and cover letter will result in your removal from consideration.
The Oregon Judicial Department (OJD) is Oregon’s statewide circuit court system, which includes 27 judicial districts in 36 counties, as well as the tax court, appellate courts, and the administrative offices. We have approximately 1600 employees and 200 elected officials. The OJD’s administrative offices, the Office of the State Court Administrator (OSCA), is hiring a Management Assistant (Management Assistant 2) to join its team for the Enterprise Technology Services Division (ETSD).
We need someone who is reliable, able to commute to an on-site location for the majority of the work, and can perform their role with accuracy and attention to detail. Because this position conducts sensitive assignments for our court system, we also need someone who can maintain a high level of confidentiality. We welcome all candidates who are inspired by our work and mission .
As the Management Assistant…

Much of your day will be spent providing clerical assistance and performing complex administrative tasks while sitting or standing at a computer. You will assist in HR related issues, conduct employee orientation for new staff, and review, reconcile, adjust, and process timesheets.
Managing budget and receivables will be an important part of your duties. You will monitor, reconcile, and adjust division budget cost accounts; prepare division budget reports for multiple cost accounts; and review, evaluate, verify, and process invoices / billings for equipment, services, travel reimbursements, and other expenditures. You will also oversee receivership of asset / equipment deliveries; verify warranty claims and license renewals; review and verify accuracy of asset / equipment orders against quotes, invoices, and receivership; and prepare, document, tag, and coordinate new asset inventory.
Coordinating will be a large part of your role. As such, you will organize events, research and reserve supplies/resources, and make travel arrangements for division staff and leadership. You will also schedule meetings and set up related equipment or materials as well as record, write, edit, and distribute meeting minutes.
In doing your work, you will interact with a variety of staff, management, and work-related associations on behalf of ETSD, so it is important that you can develop and foster good working relationships. Assigned tasks may be changed to accommodate workload and organizational needs.
What can help you get a chance to interview?

It’s important to know your application will be read by an actual person, not a computer algorithm. When we read your cover letter, we are looking to see if you are writing to us, at OJD, and whether you have addressed the Requested Skills and Attributes listed below. Using a generic cover letter is likely not going to get you an interview, so please take the time needed to personalize your cover letter.
Instructions for Cover Letter, Work History or Resume
This recruitment requires a cover letter and a complete work history tha t addresses the Requested Skills and Attributes. To be considered for this position, you must follow these instructions:
Resume/Work History
Attach your updated resume in the Resume / CV / Cover Letter section of the application. The attached resume file should include your name.
OR
Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume.
Cover Letter
Attach your cover letter (not to exceed two pages) in the Resume / CV / Cover Letter section of the application. The attached cover letter file should include your name.
In the body of your cover letter, please number and include a paragraph describing your experience or expertise for each of the six (6) Requested Skills and Attributes listed below .
Address the cover letter “To the Hiring Manager.”
Failure to follow these above points 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.
Minimum Qualifications
(These must be evident in your resume or work history for full consideration.)
The qualified candidate must have at least three (3) years of responsible, clerical experience in a moderately complex office or business setting involving the processing of financial, administrative, or legal documents.

AND

Possession of a high school diploma or GED, or equivalent life or work experience.
Special Qualifications
(These must be verifiable in your application.)
None.
Requested Skills and Attributes
(These must be addressed in your cover letter for full consideration.)

1. Ability to identify and safeguard confidential information and materials. 2. Skill presenting information clearly, accurately, and logically both orally and in writing. 3 . Experience in arranging meetings, events, travel, and catering within budget constraint. 4. Ability to prioritize competing tasks and assignments from multiple sources while tracking deadlines and priorities despite frequent interruptions or distractions. 5. Knowledge performing accounts payable functions across multiple cost accounts, including reviewing invoices for accuracy and identifying discrepancies. 6. Experience in receiving and properly accounting for large quantities of purchased assets.
WORKING CONDITIONS
This is a full-time position and the work schedule currently is 8:00 a.m. to 5:00 p.m. Monday through Friday. It is eligible for overtime compensation for hours worked in excess of 40 per work week.
Occasional after-hours or overtime work may be required.
Occasional travel to court locations throughout the state (overnight stays).
Frequent long periods of sitting or standing at a computer.
Frequent phone and in-person contact with people from diverse backgrounds.
Frequent phone and in-person contact with people who may be facing challenging life circumstances or highly stressful situations.
Regular use of the following equipment: telephone, personal computer with multiple monitors, copy machine, and scanner.
May lift or move objects up to 40 lbs.
Requires on-site availability as needed for project management, task activities, or other necessary assignments as directed by management.

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.

United States Employment Eligibility

OJD does not offer visa sponsorships. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US.

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, veterans must attach the appropriate documentation after they receive an email in their Workday in box requesting the information to verify eligibility. The action item, asking veterans to attach their documentation, will arrive after they have submitted their initial application materials. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources.

Conduct Expectations

Because of the Oregon Judicial Department’s role in providing justice and upholding the rule of law, employees of the Department are required to meet the highest standards of professional conduct and ethics while on the job, and also to maintain those same high standards when taking actions in their personal lives that could reflect on the Department. As an employee, you will be expected to preserve the confidentiality of information received in the course of OJD employment.

Pay Equity

As an employer, the Oregon Judicial Department complies with Oregon’s pay equity law. We determine salary from applicable professional experience and education. For more information on pay equity,

Employee Benefits

Questions and Support
If you require an alternate format to complete the application process, call 503-986-5930, or TTY: Oregon Relay Service 711 for the hearing impaired. Be prepared to describe the alternate format needed.
Workday related information and resources are available at https://www.oregon.gov/jobs/Pages/index.aspx .
For questions about a specific Oregon Judicial Department job posting, call 503-986-5930.

THE OREGON JUDICIAL DEPARTMENT IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY.

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