Are you an experienced support professional with a passion for natural resource protection and sustainability programs? Apply to be our Executive Support Specialist (Executive Support Specialist 1) by February 4th, 2025! This position is eligible for a hybrid remote schedule based out of our Salem office, with in-office days 4 - 8 times per month. The position is limited duration and expected to become permanent once permanent funding is approved.

Make a Difference for Oregon. The Department of State Lands manages the lands that help fund our public schools and protects the state’s waterways and wetlands for the many benefits they provide. Our stewardship ensures vital natural and financial resources contribute to a vibrant, healthy Oregon now and forever. The DSL team makes a difference for Oregonians every day. As the Executive Support Specialist, you will too.

The primary purpose of this position is to provide and coordinate executive support to the Land Management Division.  This position also provides administrative backup support to the Executive Assistant position to the Director. 

What’s in it for you?

• Join our team of collaborative and engaged co-workers who care about Oregon’s economy, environment, and communities.
• Use your skills and experience to support the newly created Land Management Division by coordinating meetings, budgeting, travel requests, program website, and routine correspondence.
• Gain full benefits with 95% to 99% of medical and dental insurance premiums paid by the agency for full-time employees, including mental health coverage.
• Accrue eight (8) hours of sick leave and at least eight (8) hours of vacation leave per month, with your vacation leave accruals increasing every five (5) years.
• Receive 11 paid holidays, one (1) floating holiday, three (3) personal business days and other medical, vision and dental benefits, including flexible spending plans.
• Automatic enrollment into the Public Employees Retirement System (PERS) after six (6) months of full-time service.
• Possibly qualify for Student Loan Forgiveness.
• Earn the initial monthly salary range for this position starting at $3,704 - $5,063 for employees new to DSL; as a current PERS participating member, start at $3,951-$5,415. Please review the Classification and Compensation page for more information.
• Salary offers are made with consideration of the candidate’s education and experience. Visit our Pay Equity page for more details.

This position can be worked remotely, reporting to our Salem headquarters and regional offices as needed; up to twice per week in the office. This is a full-time, limited duration position that is expected to become permanent once permanent funding is secured and approved. Limited duration appointments are benefits eligible and have a designated maximum length of service. This position is represented by the American Federation of State, County, and Municipal Employees (AFSCME).

Working Conditions:

Much of the work is in a hybrid office setting; and occasional travel may be required. Overnight stays and/or extended work hours may be expected along with possible exposure to inclement weather and road conditions.

What you will be doing:

As the Executive Support Specialist, you will have the opportunity to:

• Arrange, organize and coordinate the Land Management Deputy Director’s calendar by scheduling appointments, meetings and travel.
• Assist with managing email correspondence and participate in management meetings.
• Plan and prepare for public meetings including mailings of public information material, newsletters, brochures and presentations.
• Maintain program website information including developing new web pages via SharePoint.
• Answer routine inquiries about program functions and services.
• Compiles budget expenditures from files, purchase orders, and contracts and assists with preparing annual reporting.
• Schedule and organize Elliot State Research Forest Board meetings including sending invites, reserving venues, taking minutes and filing reports.
• Process purchasing transactions using Small Purchase Order Transaction System (SPOTS) and act as a backup for other purchasers.
• Provide administrative support and backup for the Real Property program and the South Slough National Estuary Research Reserve when needed.
• Provide support for Executive Management when needed.

MINIMUM QUALIFICATIONS- to be considered for this position, please ensure you have one of the following combinations of education and/or experience:

Three (3) years of clerical/secretarial experience which included:
one (1) year at a full performance level performing typing, word processing, or other generating of documents and lead work responsibility or coordination of office procedures.

DESIRED ATTRIBUTES- tell us which of the following skills, experiences, and related talents you have by highlighting them in your application materials:

• Experience working in local or state government, preferably a natural resource agency.
• Ability to professionally and effectively communicate verbally and in writing with a variety of people, answering questions and explaining information. This includes the ability to be accurate, timely, diplomatic, culturally sensitive, and honest in all communications.
• Excellent equity-driven internal and external customer service skills; striving for exceptional customer service; going out of the way to be helpful and pleasant to ensure quality support of partners and customers.
• Ability to respond to potentially intense and/or sensitive situations with customers using independent judgment to solve challenges. 
• Ability to handle inquiries for information with tact while still protecting the confidentiality of information.
• Intermediate skill and proficiency in Microsoft applications such as Outlook, Word, and Excel, and the ability to compose important documents paying attention to accuracy, grammar and punctuation. 
• Skill and proficiency in online meeting platforms such as Microsoft Teams and Zoom. Ability to learn and adapt to new technologies.
• Experience navigating different levels of authority and understanding how to prioritize meetings, requests and tasks. 

**You must attach a resume and a cover letter of no more than two pages explaining your experience in the above desired attributes to be considered.

The Oregon Department of State Lands is committed to seeking and sustaining a culturally, racially, ethnically, and linguistically diverse working environment. The Department hires staff interested in supporting environmental justice by including communities traditionally underrepresented in public processes. We encourage members of these communities to apply, even if they do not meet 100% of the desired attributes. The Oregon Department of State Lands understands that an authentic focus on equity, diversity, and inclusion in the workplace will in turn create a workforce aligned to meet the challenge of serving all Oregonians.

Additional Information

• This position may be used to fill future vacancies.
• If you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contact tricarico.schwartz@dsl.oregon.gov and include the job requisition number.
• For more information about applying for positions with the State of Oregon via Workday, you may visit the Oregon job opportunities website.
• This position may be contingent upon the outcome of a driving records check.
• Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please check out these Veteran’s Resources, or call the Oregon Department of Veterans' Affairs at: 1-800-692-9666.
• After you apply, you may be asked to provide additional optional information. Please be sure to check your Workday account for pending tasks or actions under your “My Applications” section. Be sure to check both your email and Workday account for updates regarding this recruitment.
• As an employer, DSL complies with Oregon’s Pay Equity law.
• Agency does not offer visa sponsorship. Within three days of hire, applicants will be required to complete I-9 documentation and confirm authorization to work in the United States.
• For questions about the job duties or application process, please contact Tricarico.schwartz@dsl.oregon.gov or call 971-304-5881 to speak to our recruitment team.