Mangement Assistant 2 (Management Assistant) Job at Judicial Department
Initial Posting Date:
11/23/2022
Application Deadline:
12/07/2022
Agency:
Judicial Department
Salary Range:
$3,818 - $6,221
Position Type:
Employee
Position Title:
Mangement Assistant 2 (Management Assistant)
Job Description:
Interviews: will be scheduled within two weeks after the application deadline.
Who we are:
Oregon Judicial Department (OJD) serves the public, and the people we serve may be facing challenging life circumstances, high levels of stress, or confusion about their next steps. The work you will do in this role impacts the people in our community who come to the court to have their cases resolved. We need staff who want to have direct impact in their communities, value OJD’s efforts to remove barriers to access justice services and enjoy a high level of customer service and interaction with the public.
We are committed to building a diverse, inclusive team and encourage applications from candidates of all backgrounds to apply. We consider relevant work and lived experience and education, plus any transferable skills and abilities that may meet our qualifications or the skills and attributes we need for this position.
Benefits to you:
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We pay up to 99% of medical insurance premiums for full-time and part-time employees, including mental health coverage.
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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. We contribute 6% to your retirement pension based off of your yearly salary after 6 months of employment.
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We 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!
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We conduct a pay equity analysis for candidates new to OJD based on their education and experience before every offer of employment.
Position Highlights:
We are hiring a Management Assistant (Management Assistant 2) to join us at the
Polk County Circuit Court
in Dallas, Oregon.
You will provide clerical, administrative, and management support for the Trial Court Administrator and management staff. You will serve as an active management team member, developing and leading meeting agenda items, evaluating alternatives to complex issues, and recommending solutions. This also means reviewing existing or proposed programs, policies, procedures, and legislation and communicating to management staff, court staff, and outside agencies. You will assist on project implementation and coordinate incoming and outgoing information from judges, employees, other administrative staff, the public, justice system partner agencies, and stakeholders.
Personnel and records administration will be a large part of your role. This will involve participating in disciplinary and grievance hearings, preparing confidential and sensitive documents, policy considerations, and interagency dealings. You will use Workday to assist in position changes, terminations, and position recruitments. This includes participating on interview panels, ensuring necessary paperwork is signed and sent to appropriate sources, and answering routine questions from new hires and staff. You will also review employee time records and handle the processing of all Worker’s Compensation/SAIF Claims following claims from initial injury until the claim closes.
You will perform other duties related to budget and security. You will be seen as a member of the Court Safety Committee as well as the court’s ADA coordinator. You will work with the county facilities staff coordinating requests for services by inputting work orders, processing work requests for repairs, remodeling, office moves, and other court facility requirements. You will also oversee key control program and inventory to the court facilities for access by employees and attorneys, their proper assignment and/or cancellation. Additionally, you will coordinate, monitor, and evaluate appropriate budget preparation and expenditures of grants and funds. You are expected to conduct basic fiscal and budget analyses to reduce costs or balance accounts, approve capital/service and supply requests, and pinpoint problems for resolution.
Lastly, you will have the opportunity to attend and participate in a variety of interagency, statewide, and internal meetings to represent the interests and needs of the judicial district. Assigned tasks may be changed to accommodate workload and organizational needs. We welcome all candidates who are inspired by
our work and mission
.
Instructions for Cover Letter and Work History/Resume:
Workday times out after approximately 15 minutes of no activity, and all progress will be lost. Your Cover Letter and Work History should demonstrate how you meet the Minimum Qualifications, the Special Qualifications, and the Requested Skills and Attributes, which are listed below. Failure to follow these instructions may result in rejection of your application.
Cover Letter
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Attach your cover letter (not to exceed two pages) in the Resume / CV / Cover Letter section of the application. Your cover letter and the filename should include your name.
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In the body of your cover letter, please include responses to all Requested Skills and Attributes listed below.
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Address the cover letter “To the Hiring Manager.”
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Do not use a generic cover letter; please personalize your cover letter for this position. We read every letter.
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Prepare your cover letter before starting your Workday application.
Work History/Resume
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Attach your updated resume in the Resume / CV / Cover Letter section of the application. Your resume and the filename should include your name.
OR
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Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume.
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.
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 verifiable in your application and addressed in your cover letter for full consideration.)
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Experience identifying, safeguarding, and maintaining confidential information and materials.
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Experience presenting information clearly, accurately, and logically both orally and in writing.
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Experience in arranging meetings, events, travel, and catering within budget constraint.
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Experience performing accounts payable functions across multiple cost accounts, including reviewing invoices for accuracy, and identifying discrepancies.
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Experience reviewing and analyzing proposed and enacted legislations, regulations, policies, and procedures for the purpose of impact on, and issue-spotting for operations.
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Experience simultaneously tracking and coordinating multiple operational programs, initiatives, requirements, and deadlines.
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Experience problem-solving on behalf of a manager or organization when moderate to complex issues or complaints arise.
Working Conditions
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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.
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Occasional after-hours or overtime work may be required.
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Frequent phone and in-person contact with people from diverse backgrounds.
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Frequent phone and in-person contact with people who may be facing challenging life circumstances, highly stressful situations, or trauma.
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Regular use of the following equipment: telephone, personal computer with multiple monitors, copy machine, and scanner.
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Frequent long periods of sitting or standing at a computer.
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 U.S. Department of Homeland Security’s
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 inbox 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
Conduct Expectations
Because of OJD'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, OJD complies with Oregon’s pay equity law. Salary offers are made with consideration of the candidate’s education and experience. For more information on pay equity,
Employee Benefits
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 U.S. Department of Homeland Security’s
I-9 form
confirming you are able to work in the U.S.
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 inbox 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 OJD'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, OJD complies with Oregon’s pay equity law. Salary offers are made with consideration of the candidate’s education and experience. For more information on pay equity,
click here
.
Employee Benefits
Click here
to access information specific to OJD employee benefits.
Public Service Loan Forgiveness
OJD is an eligible employer for the Public Service Loan Forgiveness program. To learn more about this program, and how to qualify, please visit
here
.
Questions and Support
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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.
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Workday related information and resources are availablehere.
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For questions about a specific OJD job posting, call 503-986-5930.
The Oregon Judicial Department embraces equal opportunity and affirmative action. We are committed to building a diverse team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.
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