Administrative Specialist (Multiple Positions!)

Position Title: Administrative Specialist (Multiple Positions!) 

Classification: Administrative Specialist 1 

Salary: $3,798 – $5,193 ($4,051 - $5,554 PERS) 

Type: Permanent, Full-time, Non-Exempt

We are seeking multiple Administrative Specialists to join our Office of Enhancing Student Opportunities at the Oregon Department of Education. These are permanent position represented by the Service Employees International Union (SEIU).  
 

These position follows a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would in the office. 

Inclusive Services Administrative Specialist 

This position serves as the primary administrative support for the Inclusive Services team by coordinating schedules, managing communications, organizing meetings and events, maintaining records, preparing and distributing materials, recording meeting minutes, arranging travel, supporting purchasing and reimbursement processes, and facilitating communication among staff, partners, and stakeholders. The position also provides administrative and logistical support for the State Interagency Coordinating Council (SICC), Early Intervention/Early Childhood Special Education (EI/ECSE), Regional Inclusive Services (RIS), program director meetings, leadership teams, advisories, and other statewide coordination activities. Responsibilities include coordinating meeting logistics, maintaining documentation, providing technical meeting support, tracking follow-up actions, and ensuring the timely completion of administrative processes. 

IDEA Administrative Specialist  

This position provides key administrative, logistical, and project support to the Office of Enhancing Student Opportunities (OESO) to implement Oregon’s System of General Supervision. The role focuses on coordinating and supporting activities that improve educational outcomes for students with disabilities by facilitating high-quality technical assistance, professional development, and compliance-related improvement work with local education agencies and partners across Oregon. 
 

Typical duties include: 

• Executive and Administrative Support 

• Meeting, Council, and Leadership Team Coordination 

• Travel, Purchasing, and Operational Support 

• Communication and Team Support 

Please click here to view the full position description 

Please click here to view the full position description 

If you would like to retain a copy of this job post or the PD linked above, please print a copy before submitting your application.  Once the job posting has closed, you will not be able to access the posting. 

Application Instructions: 

A cover letter and resume are required and are an important part of the application process. Only these materials are considered during the screening process;  

• A cover letter (no more than 2 pages), highlighting your skills and experience, and demonstrating how your qualifications align with the required and desired qualifications for this role. 

• A current resume detailing your relevant experience and education as it will be used in place of the detailed Workday work history for this agency-specific recruitment.   

Additional application materials (such as letters of recommendation or transcripts) will not be reviewed. Cover letters and resumes are reviewed throughout the recruitment process by Human Resources and the Hiring Manager. 

Minimum Qualifications (required) 

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR 

An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR 

An equivalent combination of education and experience. 

Preferred Skills & Knowledge (Desired Attributes) 

• Executive & Leadership Administrative Support: Experience providing executive or leadership-level administrative support, including calendar management, scheduling, coordination of competing priorities, and communication support. 

• Meeting & Committee Coordination: Experience coordinating and supporting formal meetings for councils, boards, committees, leadership teams, advisories, or similar groups, including agenda preparation, meeting logistics, minute-taking, and follow-up tracking. 

• Regulated/Government Environment Experience: Experience working in a government, educational, nonprofit, healthcare, or other highly regulated environment requiring adherence to policies, procedures, confidentiality requirements, and multiple stakeholder relationships. 

• Fiscal & Administrative Transaction Processing: Experience processing travel, purchasing, reimbursements, or other administrative transactions using established fiscal and operational procedures. 

• Technical Proficiency: Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, Smartsheet and SharePoint for scheduling, communication, document management, and meeting coordination. 

• Independent Organization & Team Collaboration: Demonstrated ability to independently organize work, adapt to changing priorities, maintain positive working relationships, and contribute to a highly collaborative team environment while supporting multiple staff and programs simultaneously. 

We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of the attributes listed.    

Our Agency Mission and Office Culture:  

The Oregon Department of Education’s (ODE’s) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission, ODE has the vision to ensure all students have access to and benefit from a world-class, well–rounded, and equitable education system.  

learner through collaborations with educators, partners, and communities by providing support in overall school improvement efforts to Oregon’s school districts and programs. The work of this office includes helping districts and programs meet the obligations of state and federal laws, especially those related to the education of students experiencing disability and disabled students, and overseeing and supporting the Oregon School for the Deaf (OSD). The work of this office impacts local school districts, education service districts, professional associations, and other agencies involved in education programs including early intervention/early childhood special education (EI/ECSE), special education, secondary transition programs, and education programs within Oregon correctional facilities, hospitals, and treatment centers. This office also oversees implementation of Abbreviated School Day Programs (ASDP) consistent with ORS 343.321-343.333. 
 
Oregon State provides amazing benefits! Follow the link below to learn more:  

Oregon Job Opportunities : Benefits : State of Oregon  

Application Resources & Information:  

• Eligible veterans and Oregon National Guard service members (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.  Be sure to submit your documentation prior to the close date of this posting to have the preference considered.  

• Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.  

• The job posting closes at 11:59 PM (PDT) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submission. These questions are necessary to complete the application process.  

• Please contact ode.jobs@ode.oregon.gov if you have any questions on the application process or need an accommodation under the Americans with Disabilities Act (ADA). Please be sure to include the job requisition number.  

• Oregon Job Opportunities: How to Apply (Internal & External)  

• Understanding the State Application Process  

• Resources for Job Seekers  

Additional Information:  

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95%.  

• Review the Classification and Compensation page for more details on the classification, or you may visit our website for information on the job offer process following pay equity.  

• Future Vacancies: This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.  

• Visa Sponsorship: The Oregon Department of Education does not offer visa sponsorship. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.  

The Department of Education is an equal employment opportunity & affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.  We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed.   If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.   

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