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| Post Code: D702 |
| Announcement Number: LE080462 |
| Classification Number: C0107 |
| Open: 11/21/2008 |
| Close: 12/05/2008 |
| Location: Salem |
| Availability: Full Time |
ADMINISTRATIVE SPECIALIST 1 |
(Program Assistant)
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$2,282 - $3,285 MONTHLY
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GENERAL INFORMATION
- This position is with the Oregon Department of Energy, Building Technologies Division, and is located in Salem. The Oregon Department of Energy has approximately 90 employees and is responsible for promoting the efficient use of energy resources, developing an energy supply that is renewable, affordable and reliable, and regulating the transport and cleanup of radioactive waste.
- This recruitment will be used to establish a list of qualified people. The list will be used to fill the current vacancy and may be used to fill other vacancies as they occur.
- This is a permanent, full-time position. This position receives full fringe benefits. The State of Oregon provides an attractive, cafeteria-style benefit plan that includes employer contributions toward a variety of medical and dental plans covering employees and dependants, participation in the Oregon Public Service Retirement Plan (OPSRP), and a deferred compensation plan.
- Applicants are subject to a Computerized Criminal History check for a thorough background investigation. Adverse background data may be grounds for immediate disqualification.
TO QUALIFY
Your PD100 application form will be reviewed to verify that you meet the qualifications stated in this section. To receive credit, your application form must clearly show that you have:
- Three years of clerical/secretarial experience which included: two years at a full performance level performing typing, word processing, or other generation 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 two years at the full performance level.
In the "Work History" section on your application you must clearly describe your experience in each of the areas listed. Failure to provide this information may result in eliminating your application from further consideration.
Credits must be from an accredited college or university. A photocopy of your transcripts must be submitted with your application form.
IF YOU QUALIFY, see the HOW TO APPLY and EXAM sections of this announcement for instructions.
DUTIES AND RESPONSIBILITIES
The purpose of this position is to provide diversified clerical and administrative support for the Building Technologies Section manager and staff in support of their respective programs. Major duties include:
- Facilitate and track purchasing, travel, training, registration, copy center, and information services requests for the division. Ensure all requests received are complete with the required justification and signatures prior to submitting to Central Services.
- Prepare correspondence, notifications, and other written materials under direction of program staff. Develop, edit or revise, gather and/or organize materials such as Power Point slides, graphics, agendas and handouts for use in presentations or workshops and publications.
Receive and review applications for Energy Star Homes Northwest. Determine if application meets criteria and approves or denies for further processing.
- Enter BETC (Business Energy Tax Credit) applications for Schools into a spreadsheet for tracking application processing and project status.
- Coordinate annual process for Residential Contractors to be listed on the Agency’s web site by contacting all existing Contractors, setting up a time for telephone conference for each interested contractor, mailing application packet, entering status of Certification into spreadsheet.
- Develop complex program specific spreadsheets for tracking purposes, to assist staff in producing quarterly reports and to monitor and evaluate the programs.
- Develop and maintain database of contacts and e-mail (listserv) groups for staff regarding various technical disciplines, task forces and policy issues. Export information from databases to spreadsheets for easy access and visibility for agency staff.
- Respond to customer inquiries or contact customers to explain program rules and procedures and to obtain missing or correct information for incomplete/problem applications.
- Respond to inquiries from architects and engineers on Energy Code trainings offered in Oregon.
- Conduct basic internet, e-mail, phone, and library searches to obtain information and documents necessary to program operations under the direction of section staff. This includes information such as current events, statistical data, relevant program information from other states, technical reports and manuals, and product information.
- Assist staff with preparation of quarterly and annual reports. Compile information, assemble supporting documents and convert information into federal e-government or other required formats.
- Schedule and coordinate meetings, events and workshops for program staff by finding and reserving a facility, creating necessary forms and programs, scheduling vendors and/or presenters and locating hotel and overnight stay information for vendors, presenters and attendees. Ensure event location set up is complete including the setup of displays; audio-visual equipment, refreshments, etc.
- Coordinate registration of events including: staffing the registration and/or ODOE booth/table on the day(s) of the event; hand out materials, answer program related questions, creating sign up sheets and name tags for attendees, and gathering all needed materials for the event.
WORKING CONDITIONS
- Work is conducted in a general office environment. Employee will frequently have short time frames for completion of assignments and must be able to work on multiple projects/activities at the same time. Position will require occasional travel within the region. Must have valid driver’s license and a good driving record; if not, you must be able to provide an acceptable method of transportation.
EXAM
For applicants who meet the minimum qualifications, applications will be scored and ranked based on the response to the following questions. Please be as brief as possible and limit your response to no more than one page per question.
- The person in this position is responsible for providing program and operational administrative support to the Section Manager and technical staff. Explain your experience providing this type of support in a workgroup or team environment. What was your role?
- The person in this position communicates with a variety of people in person and also over the phone providing information about agency programs and services. Describe any experience you have providing information to the public. Be sure to include the type of questions you answered and whether or not you handled calls from individuals who were frustrated or irate.
Please be sure that the experience referenced on your answer was gained in a job that was listed on your application.
HOW TO APPLY
You must submit a State of Oregon Employment PD100 Application form and answers to the EXAM questions (above). A resume will not substitute for the required application materials. Copies of applications and job announcements can be obtained from:
- the State’s Jobs Page at: www.oregonjobs.org
- local Oregon Employment Department field offices,
- most state agency personnel offices,
- the Oregon Department of Energy (503) 378-3752.
If you have a disability and need an alternate format in order to complete the employment process, you may call Recruitment Services at (503) 378-2130 or TTY (503) 378-4672 for the hearing impaired. Please be prepared to leave a message describing the alternate format needed.
Send completed application materials to:
Human Resources
Oregon Department of Energy
625 Marion Street NE
Salem, OR 97301-3742
Or by email to: erin.m.mcdermott@state.or.us
Applications must be received by 5:00 p.m. on the close date and must be complete and legible. We are unable to acknowledge or verify receipt of applications due to the large volume. You may FAX, if necessary, to (503) 373-7806. The Oregon Department of Energy is not responsible for material that is illegible or missing as a result of transmitting by FAX, or that may be lost in the mail.
After your application materials have been reviewed, you will be sent a notice by mail advising: a) if your application was accepted, or b) if your application was not accepted. If you don't agree with the results, you may request a review. Review requests must be submitted in writing and must be received within 10 days from the date of the notice. Additional information cannot be accepted. However, if your application was not accepted and if the recruitment is still open, you may submit a new application as long as it's received in our office by 5:00 PM on the close date.
Visit the Oregon Department of Energy Web Page at: http://www.oregon.gov/energy
The Oregon Department of Energy is
an Equal Opportunity, Affirmative Action Employer
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