Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all of the qualifications, they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don’t meet every minimum qualification described or are unsure if your experience could be considered related experience. Bilingual English/Spanish Encouraged
ABOUT OREGON CASCADES WEST COUNCIL OF GOVERNMENTS (OCWCOG)
The Oregon Cascades West Council of Governments (OCWCOG) is governed by a Board of Directors, with one locally elected official, representing each member government. OCWCOG was formed in 1970 as a voluntary association of governments. Our members include the three counties, 20 cities, the Port of Newport, and the Confederated Tribes of Siletz Indians. Geographically, OCWCOG spans a Region from the crest of the Oregon Cascade Mountain Range to the Pacific Ocean. OCWCOG helps communities collaborate to solve problems and connects member governments, businesses, and individuals with a wide array of resources.
As an Oregon intergovernmental entity, OCWCOG carries out a variety of local, State, and Federal programs. OCWCOG can provide for, or on behalf of, its member governments any service that they are authorized to provide. A few examples include helping businesses find appropriate capital, helping seniors and persons with disabilities plan for independent living, or coordinating local road improvement priorities. Most of its funding is provided by way of contracts to administer specific services. More information is available at OCWCOG’s website, www.OCWCOG.org.
Currently, OCWCOG employs a staff of about 180. Non-management employees are represented by the Service Employees International Union (SEIU). OCWCOG maintains offices within each of our Counties, with the administrative staff and the majority of employees working out of the OCWCOG- owned Cascades West Center in Albany. The OCWCOG facility in Toledo is home to our Senior and Disability Services (SDS) staff that serves clients in Lincoln County. A leased space in Corvallis houses both SDS staff, Benton County Veterans Services and staff that support the Corvallis Area Metropolitan Planning Organization and community and economic development.
TITLE: Confidential Executive Assistant
CLASS: Confidential Executive Assistant
Program: General Administration
1 Regular Full-Time (40 hrs/wk)
SUMMARY OF POSITION
Provides critical support to the Executive Director, OCWCOG Board and Committees, and key General Administrative staff on a broad range of confidential, technical and administrative items. Conveys important information regarding agency functions and procedures; coordinates assigned projects and ensures the efficient operations of support functions for General Administration and identifies solutions to challenges in support of executive leadership.
ESSENTIAL JOB DUTIES
Perform position duties in a manner, which promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully. Engage in effective team participation through willingness to assist and support co-workers, supervisors, and other work related-associations. Develop good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner. Demonstrate positive acceptance of constructive feedback and suggestions, in an effort to strengthen work performance. Contribute to a positive, respectful and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services.
- Provide administrative support to the Executive Director, and other General Administration staff as assigned.
- Provide primary reception for the General Administrative department, which includes answering multi-line phones and greeting the public.
- Maintains confidential information, including Human Resources items and union negotiations.
- Compiles data from a wide variety of sources for the purpose of analyzing issues, ensuring compliance with agency policies and procedures, and/or monitoring program components.
- Participates in meetings, as assigned, for the purpose of conveying and gathering information regarding a wide variety of subjects required to carry out their administrative responsibilities.
- Researches a variety of topics for the purpose of agency planning, member relationships and legislative support.
- Assists Executive Director with various projects in support of General Administration, Programs, and member jurisdictions as assigned.
- Schedules appointments, meetings and events.
- Create and maintain online content, Post job openings to several websites, and flyers to social media.
- Provide administrative and clerical support to the COG Board and Executive Committee. Including: Develop, produce, and distribute agenda packets according to established time lines; provide public notice; conduct call backs for attendance and ensure a quorum is available; locate facilities and arrange for catering services; schedule and sets up meeting room; and take and transcribe meeting minutes. Update appropriate web pages.
- Coordinate all aspects of the monthly City Manager’s meetings including; development and mailing of the agenda, scheduling the meeting room, conducting call backs for meeting attendance, ordering lunches and setting up the conference room.
- Coordinate and develop meeting agendas. Provide appropriate facilities and meeting requirements for agency staff meetings such as the Program Managers and the Program Directors (Senior Leadership Team) meetings.
- Assist Executive Director with projects, studies, and reports, as assigned.
- Compose, proof, and/or format various reports, documents, letters, and presentations for the department.
- Perform data entry using Excel and Microsoft Access software.
- Responsible for opening and lockup of department office area.
- Process incoming and outgoing departmental mail. Accurately screen, date stamp, and distribute incoming mail.
- Oversee monthly Region360 Newsletter: contribute articles, brainstorm topics, format, and email to list serve.
- Be able to learn different software with minimal instruction. (e.g., Mailchimp, Survey Monkey, WordPress, Zoom).
OTHER JOB DUTIES
- Maintains inventory of office kitchen meeting supplies.
- Helps other department support staff when needed.
- Other related duties as assigned by supervisor.
Work is performed primarily in an office environment utilizing a personal computer, telephone and a variety of office equipment. Position requires sitting for long periods of time and performing extensive computer work. Occasional travel may be required to pick up meeting supplies, or run errands for the program.
Receives general supervision from the Executive Director.
The Ideal Candidate Profile
The ideal candidate for this position is a self-starter, is able to multitask with ease, can accomplish tasks under pressure, have good organization skills, and along with time management skills. They should be trustworthy, approachable, and able to develop close working relationships both within and outside the agency. This person should have excellent customer service and communication skills as they represent the face of the agency. They will serve as the gate keeper with diplomacy and resourcefulness. This position works closely with the Executive Director and his staff, Human Resources, and elected Officials; therefore, they must maintain extreme confidentiality in dealing with sensitive information. The incumbent will have good writing skills: they will communicate with agency members, all staff, and will assist with the external Newsletter that is distributed to the three county region. They attend meetings and transcribe minutes. They should be proficient with top software programs, and have the ability to learn new ones quickly. The ideal candidate should be able to create and adjust schedules, be flexible and adaptable, and have good problem-solving skills. They should be able to take on a project and execute it while delivering clear status updates to the Executive Director. They should also be able to anticipate the Executive Directors’ needs with confidence, have a goal-oriented mindset, and have great attention to detail.
Experience & Training
Completion of at least three to five years of progressively responsible experience in secretarial and general administrative activities supplemented by secretarial or business training; or any satisfactory equivalent combination of education, experience and training which demonstrates the knowledge, skills and abilities to perform the job.
Knowledge, Skills and Abilities
- Experience in managing calendars, requests and administrative requirements
- Knowledge of how to appropriately engage Board members, elected officials and other VIP persons
- Considerable knowledge of business grammar, spelling, punctuation and basic mathematics;
- Considerable knowledge of event planning, project planning and report presentation;
- Considerable knowledge of Microsoft Excel, Word, and PowerPoint software;
- Ability to work independently on assigned tasks, handle multiple projects and a high volume of work in a timely manner;
- Ability to maintain confidential information and a positive work environment
- Ability to identify strategic gaps/opportunity in agency functions and initiate projects
- Ability to present to members, other agency staff, and the public a professional image which instills confidence and always reflects well upon the agency and agency administration;
- Ability to respond in a courteous and efficient manner to inquiries from the public and other staff;
- Ability to clearly communicate complex issues, both verbally and in writing;
- Ability to understand sensitive political and agency issues, and appropriately represent the agency when called upon to do so;
- Ability to identify and refer significant policy inquiries to supervisor or appropriate staff;
- Ability to set up web based and remote meetings
- Ability to take and transcribe accurate minutes;
- Ability to carry out data entry, spreadsheet, and word processing tasks;
- Ability to attend occasional evening meetings.
- Familiarity with creating and maintaining online content (website, social media, etc.)
Licenses, Certificates, & Other Requirements
Possession of a Valid Oregon Driver’s License, or the ability to obtain reliable transportation in order to travel throughout the assigned area.
If you are offered employment, the offer will be contingent upon the outcome of a criminal records and driving record check, and the information will be shared with Human Resources. Any criminal history will be reviewed and could result in the withdrawal of the offer or termination of employment.
This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
Requirements are representative of minimum levels of knowledge, skills and abilities. To successfully perform this job, the employee will possess the abilities or aptitudes to perform each duty proficiently.
This is a non-union service position. The starting wage for the Confidential Executive Assistant is $3369 - $5163 monthly depending upon qualifications. OCWCOG offers an attractive benefits package including:
Retirement – OCWCOG pays both the employer’s percentage, and employee’s six percent (6%) contribution into the Oregon Public Employees System (PERS).
Insurance – For select plans, OCWCOG currently pays one hundred percent (100%) of the insurance premiums for the employee and their eligible dependents. The insurance package includes medical, prescription, dental and vision coverage, alternative care, life, accidental death and dismemberment, as well as short-term disability and long-term disability.
Holiday Leave – OCWCOG provides ten and one half (10 ½) fixed holidays, plus two (2) personal days during each fiscal year.
Sick Leave – Full-time employees accrue eight (8) hours of sick leave each month.
Vacation Leave – Full-time employees accrue vacation leave each month, according to the following schedule:
0-36 months - 8 hours/month
37-72 months - 10 hours/month
73-144 months - 14 hours/month
145 months and above - 16 hours/month
Additional Benefits – Options to participate in a pre-tax Health Savings Account or Flex Spending Account Deferred Compensation, Long-term Care Insurance, Employee Assistance Program, and Credit Union memberships.
You must submit the following application materials to be considered as a viable candidate:
Interested candidates should submit a resume and a cover letter describing their experience related to the competencies listed in the Ideal Candidate Profile section. Applicants who most closely match the Ideal Candidate Profile and meet minimum requirements for the position will be interviewed.
The position closes on Sunday, December 10th, 2023.
SUBMIT only the required materials. Reference letters or work examples should be kept for interviews.
Veteran’s Preference – OCWCOG provides qualifying veterans and disabled veterans with employment preference in accordance with Oregon law. Veterans may claim preference by submitting an OCWCOG Veteran’s Preference Form (available on the OCWCOG’s website at www.OCWCOG.org/Careers) and the required documentation with his/her application material.
If you have any questions please contact HR at email@example.com. In the subject line please include the position title and the posting number.
The Position Number for this position is #202340.