Executive Assistant

Company: Oregon Community College Association
Location: Salem
Posted on: June 20, 2022

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