Executive Assistant
Company: Oregon Community College Association
Location: Salem
Posted on: June 20, 2022
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Job Description:
Executive AssistantPosition DescriptionOregon Community College
Association -The Oregon Community College AssociationThe Oregon
Community College Association (OCCA) represents the seventeen
publicly chartered community colleges and their locally elected
board members. Founded in 1962, OCCA is an ORS 190 council of
governments whose purpose is to support the colleges before
policymakers and partners whose actions affect the well-being of
community colleges across the state. OCCA is a PERS employer. -Job
Summary/ PurposeThe Executive Assistant provides confidential
office and administrative support to the Executive Director, OCCA
staff team, OCCA Committees and the Board. This position is the
primary point of contact for all inquiries to the office. This
position is non-exempt and reports to the Executive Director and
works in a team environment to carry out the required functions of
the job.Minimum Qualifications --- - - - - - -Associate degree AND
two years of staff-level experience providing administrative
support to management, OR --- - - - - - -Any combination of
experience or education equivalent to four years of
professional-level administrative support.Preferred Qualifications
--- - - - - - -Working knowledge of state government and the
legislative process. --- - - - - - -Experience working in higher
education administration. --- - - - - - -Experience working with a
board of directors. --- - - - - - -Understanding the workings of a
public entity. --- - - - - - -Oregon driver's license.OCCA
recognizes the value of skills and knowledge gained outside of
formal higher education and paid employment. Applicants who do not
meet minimum qualifications but present other qualifications or
experience equivalent to those required will be considered and are
encouraged to apply. To qualify under equivalency, applicants must
indicate how they qualify by responding to the supplemental
question presented during the application process.Duties and
Responsibilities---Office Support1. - - - - -Receive and direct
telephone calls, respond to voicemails and emails. Independently
sort and direct emails, correspondence, phone calls, mail, and
redirect questions and requests to OCCA staff. 2. - - - - -Provide
office support by ensuring supplies are ordered and office
equipment is functional.3. - - - - -Schedule and make arrangements
for meetings for OCCA Executive Director and Deputy Director.
Manage and keep the OCCA calendar up-to-date. Support OCCA staff
travel arrangements, as requested. 4. - - - - -Supervise
compilation of back-up materials, agendas, minutes, and mailings.
5. - - - - -Maintain accurate and up-to-date files, tracking and
document filing systems, manuals, and records using retention
schedule for public entities. Point of contact for public records
requests.6. - - - - -Perform routine secretarial functions and
bookkeeping support including receiving, logging and preparing
bills and checks for processing and making deposits; assisting with
travel reimbursements, and prepare monthly expense reports .7. - -
- - -Distribute and collect timesheets for monthly payroll.
-Project Management and Communications Support1. - - - - -Prepare
and coordinate the development of Board of Directors' quarterly
board meeting agenda, prepare and distribute packets for board
meetings, work sessions, executive sessions, board and budget
committee meetings. Post notice of public meeting announcements for
related OCCA Committees and Board of Directors' meetings in
accordance with Oregon Public Meeting law.2. - - - - -Act as board
secretary by taking official minutes of all OCCA Committees,
quarterly Board of Directors meetings and other meetings as needed;
distribute information and file as appropriate. Make meeting room
arrangements; supervise compilation of back-up materials, agendas,
minutes, and mailings.3. - - - - -Develop and maintain distribution
lists for OCCA committees, affinity groups and Board of Directors
to ensure timely and appropriate communication with membership.4. -
- - - -Act as a point of contact for external members and other
stakeholders; communicate routinely with board members,
representatives from colleges, other education partners, government
agencies and organizations, legislators and staff, students, and
other stakeholders.5. - - - - -Support website information and
content for monthly OCCA Digest and OCCA Board Policy and Procedure
Program. -Post documents and minutes to on-line Basecamp. -Event
Planning Support1. - - - - -Provide administrative support for OCCA
trainings and events including, but not limited to, logistics
support such as printing registration materials, staffing
registration check-in at events. 2. - - - - -Schedule events and
maintain OCCA event calendar.This description covers the most
significant, essential, and auxiliary duties performed by the
position, but does not include other work, which may be similar,
related to, or a logical assignment for the position.Knowledge,
Skills and Abilities:The ideal candidate for this position will be
able to work independently with limited direct supervision and
possess a clear sense of teamwork and collaboration. We are seeking
an individual who is reliable, responsible, and well-organized
performing administrative support functions requiring discretion,
independent judgment, decision-making, and problem resolution.
Individuals must possess these knowledge, skills and abilities or
be able to explain and demonstrate that the individual can perform
the duties and responsibilities of the job, with or without
reasonable accommodation, using some other combination of skills
and abilities. The individual is expected to follow association
policies and procedures outlined in the OCCA employee handbook and
OCCA Board Policies. 1. - - - - -Excellent personal and human
relations skills, ability to communicate, verbally and in
writing.2. - - - - -Ability to work independently. 3. - - - -
-Exceptional interpersonal skills, including problem-solving
skills.4. - - - - -Ability to take minutes of meetings in sometimes
technical and complex topics.5. - - - - -Exceptional computer
literacy and technical skills, including proficiency in the
Microsoft Office Suite, and Adobe Acrobat.6. - - - - -Strong
attention to detail.7. - - - - -Ability to work with a diverse
clientele, including OCCA Board of Directors, and local community
college boards.8. - - - - -Demonstrated ability to meet deadlines,
anticipate needs, and manage multiple tasks, while handling
frequent interruptions and rapidly shifting priorities.9. - - - -
-Ability to provide consistent customer service to a wide variety
of individuals.Supervision ReceivedReceives supervision from the
Executive Director.Supervisor ResponsibilitiesNone. -Physical
Demands and Other Ergonomic Requirements:Incumbent must be able to
function effectively indoors in an office environment engaged in
work of primarily a sedentary nature. Requires the ability to work
at a workstation for extended periods. Requires to write, read
written materials and computer screens, and ability to use
telephonic conversations. Occasional lifting up to 25 lbs. All
individuals are required to perform essential functions with or
without reasonable accommodation.Other Requirements:This is a
full-time, salaried, non-exempt position located in Salem, Oregon.
The individual in this position will occasionally be requested to
work outside regular 8am - 5pm workday including limited overnight
travel. - -Salary and Benefits: $48,000 - $53,000 annual
salaryHealth, dental and life insuranceVacation and sick leave
accrued monthlyParticipation in Oregon Public Employee Retirement
System (PERS)Instructions to Applicants:Please submit three
documents to occajobs@gmail.com by June 1st, 2022. Applications
will be reviewed each week on a rolling deadline. -Open until
filled. -Incomplete applications will not be reviewed. -Three
required items are: 1. - - - - -Cover letter expressing interest in
the Executive Assistant position;2. - - - - -Current resume;3. - -
- - -Answers to two/three supplemental questions (no more than one
page/one-sided single spaced): a. - - - - -Please share a personal,
education or work accomplishment that you are the most proud. b. -
- - - -Share an example of a situation when you managed competing
priorities and had to make decisions about priority to lead a
project to success.c. - - - - - -If you do not meet the minimum
qualifications please share how your experience qualifies you for
this position. -Closing date:Open until filled. First review of
applications begins on June 1st, 2022 and weekly on Wednesdays
thereafter.Equal Employment Opportunity Commission (EEOC)OCCA is an
equal opportunity employer that does not discriminate based on upon
race, religion, color, national origin, gender (including
pregnancy, childbirth, or related medical conditions), sexual
orientation, gender identity, gender expression, age, status as a
protected veteran, status as an individual with a disability, or
other legally protected characteristics. -American Disability Act
(ADA):OCCA complies with Title II of the ADA where it prohibits all
public entities, regardless of the size of their work force, from
discriminating in employment against individuals with disabilities.
-Veterans PreferenceOCCA complies with Oregon law requiring public
employers to provide preference to veteran and disabled veteran
applicants throughout the recruitment process.
Keywords: Oregon Community College Association, Salem , Executive Assistant, Other , Salem, Oregon
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