Senior Office Specialist Job at Office of Public Defense Services
Office of Public Defense Services Portland, OR
$3,276 - $4,825 a month
Initial Posting Date:
05/17/2023
Application Deadline:
06/05/2023
Agency:
Office of Public Defense Services
Salary Range:
$3,276 - $4,825
Position Type:
Employee
Position Title:
Office Specialist 2
Job Description:
** THE JOB LOCATION FOR THIS POSITION IS IN PORTLAND AT THE MULTNOMAH COUNTY COURTHOUSE**
Who we are:
The Public Defense Services Commission (PDSC) is a nine-member commission appointed by the Chief Justice of the Oregon Supreme Court that serves as the governing body for Oregon’s public defense system. The Commission provides policy direction and oversight for the administration of the system. As required by ORS 151.216(1)(b), the Commission oversees the Office of Public Defense Services (OPDS) that serves as the administrative agency responsible for carrying out the Commission’s directives and other statutorily defined duties. The legal services provided by OPDS represent an essential component of Oregon’s public safety system.
The mission of OPDS is to establish and maintain a public defense system that ensures the provision of public defense services consistent with the Oregon Constitution, the United States Constitution and Oregon and national standards of justice.
OPDS employs 113 staff. The office includes the Executive Division, the Compliance, Audit, and Performance Division, the Appellate Division (AD), and the Administrative Services Division. The agency negotiates contracts with trial level public defense providers and administers and distributes funds for representation and related services for cases during the biennium for criminal, juvenile, and civil commitment cases. The agency provides compliance and oversight to the trial community providers through quality assurance practices, training, and education. Financial Services processes all expenses related to representation in public defense cases. The Appellate Division provides direct legal representation in the state appellate courts in criminal cases, juvenile dependency and termination of parental rights cases, and parole cases. Other services in the agency include, Data Collection and Analysis, General Counsel, Human Resources, Information Technology Services, Internal Audit, and Policy Development.
This position functions within Executive Division which provides administrative, business, and clerical support for staff in the OPDS Court House office located at the Multnomah County Court House.
The primary purpose of this position
Perform a full range of administrative, clerical, and office management services in support of OPDS Executive Director. The employee provides confidential administrative support for the Public Defense Services Commission and supervises the work of assigned clerical and operational support staff.
DUTIES
GENERAL OFFICE SUPPORT
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Greet visitors, schedule conference rooms, answer incoming telephone calls, distribute mail, coordinate, and schedule meetings. Schedule and facilitate use of virtual court appearance spaces. Maintain schedule of rotating employees into the OPDS courthouse space for availability.
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Facilitate the following functions for the office including but not limited to: Multnomah County Sherriff’s office regarding security badging, keys, and other access codes; ordering office supplies; operate 3-part A/V conference room system; coordination of technical support with Ricoh, Enterprise Technology Services at Oregon Judicial Department, Oregon Correction Enterprises; arranging for IT And equipment services and repairs; building safety/sanitation; rostering/web updates.
EXECUTIVE SUPPORT
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Confidential assistant to Executive Director.
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May participate in management team meetings to help resolve agency problems and discuss agency goals and objectives; complete assignments, assist Executive Director in formulating and implementing agency policies and procedures,
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Anticipate needs of Executive Director and Executive Team, independently research, locate, assemble, edit, and summarize material, information, and data.
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Coordinate the calendar for the Executive Director, as required, for meetings, county visits, and other off-site meetings.
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Send meeting invitations, notices, and reminders, as needed
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Coordinate meetings for OPDS interest groups and teams, and complete or delegate logistics including scheduling, correspondence, meeting room, refreshments, etc.
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Coordinate production of the Annual Report; work with the executive director and other staff members to edit and finalize report.
COMMISSION SUPPORT
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Maintain list of current Commission members and current contact information; track appointment dates and issue reminder to Executive Director six months before termination of member appointments.
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Coordinate and complete the production, organization, and dissemination of Commission meeting materials, meeting logistics (location, set up, food, etc.).
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Ensure that all finalized Commission reports and other public documents are prepared in advance for distribution.
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Prepare meeting minutes; update the chronological agenda and meeting material files, ensure meeting materials are accurately posted on the OPDS website.
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Confirm travel and meeting arrangements for commission members.
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Prepare expense forms for PDSC Commissioners.
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Prepare annual schedules and locations with logistics for Commission Meeting.
SAFETY COORDINATION:
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Certified CPR/First Aid/AED Certified.
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Track and report incidents at OPDS office space to HR.
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In coordination with Court House Safety Officer, prepare evacuation plans and post evacuation plans for employees and clients.
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Facilitate evacuations.
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Provide training when required.
ONGOING
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Other duties or projects as may be assigned from time to time and demanded by business need.
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Engage in effective team participation through willingness to assist and support co-workers and supervisors.
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Develop positive working relationships with internal and external customers and supervisors through active participation in projects and in identifying and resolving problems in a constructive, collaborative manner.
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Contribute to a positive, respectful, and productive work environment in a manner that fosters and promotes the importance and value of a diverse, discrimination and harassment-free workplace. Respect diversity of opinions, ideas, and cultural differences.
Minimum Qualifications:
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Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents.
OR;
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An associate degree in any field
OR,
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An equivalent combination of education and experience.
Applicants must submit:
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Resume.
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Cover Letter, with no more than 2 pages describing your experience.
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Three references (with email addresses).
**APPLICATIONS THAT DO NOT HAVE ALL THREE ABOVE DOCUMENTS INCLUDED WILL NOT MOVE FORWARD IN THE RECRUITMENT**
Veterans Preference:
The Oregon Department of Veterans’ Affairs provides veterans’ preference in employment to all eligible veterans. For more information, please go to the State website:
The Oregon Department of Veterans’ Affairs provides veterans’ preference in employment to all eligible veterans. For more information, please go to the State website:
https://www.oregon.gov/jobs/Pages/Veterans.aspx
The Oregon Department of Veterans’ Affairs is an equal opportunity/ affirmative action employer and is strongly committed to enhancing the diversity of its workforce. Assistance will be provided in the recruitment, application, and selection process to applicants with disabilities who request such assistance. Please call (503) 991-2274 as early as possible regarding any assistance you may require.
**This recruitment is scheduled to be open until 11:59 pm on 06/05/2023, with the option to close the recruitment at any time. **
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