Cannabis Commission Administrative Support Specialist Oregon Medical Marijuana Program Jobs

Initial Posting Date:

03/10/2022

Application Deadline:

03/24/2022

Agency:

Oregon Health Authority

Salary Range:

$2,922 - $4,331

Position Type:

Employee

Position Title:

Commission Administrative Support Specialist , Oregon Medical Marijuana Program (Administrative Specialist 1)

Job Description:

This position is a full-time, permanent, classified position which is represented by a union.

The Oregon Health Authority (OHA), Public Health Division (PHD), Oregon Medical Marijuana Program (OMMP) in Portland, OR is recruiting for a Commission Administrative Support Specialist to provide administrative support functions to the Oregon Cannabis Commission, its subcommittees, and section management

Most of this work may be conducted remotely at an alternate worksite with full access to the needed operating systems and technology. However, there are times that the work will need to be conducted at the primary work location listed in this announcement, the Portland State Office Building located at 800 NE Oregon Street, Portland, OR 97232. Work location can be changed at any time at the discretion of the hiring manager. Occasional travel for the commission meetings may occur.

What will you do?

As the Commission Administrative Support Specialist , you will perform the following duties:

• Schedule and coordinate meeting logistics which includes scheduling rooms; reserving audio/visual, webinar/videoconferencing equipment; sending invitations; creating and emailing agendas; and processing travel arrangements.
  

• Prepare presentation materials utilizing PowerPoint and desktop publishing software.
  

• Record, transcribe, distribute, and maintain meeting minutes as needed for commission meetings and sub-committees.
  

• Record, track, and follow up on action items.
  

• Attend all meetings and provide support for subcommittees and subgroups.
  

• Oversee and maintain committee schedules, rosters, mailing lists, email inbox, and email groups for multiple groups.
  

• Design, create, and maintain systems and reports to organize data from meetings for easy access and distribution.
  

• Interpret, apply, and communicate rules, regulations, policies, procedures, and general program information to commission members, stakeholders, and the public.
  

• Prepare and submit travel authorizations, arrange travel itinerary and accommodations, and prepare and submit expense claims for the commission.
  

• Partner with PHD communications to send notifications communicating all commission and sub-committee public meetings.
  

• Complete reimbursements and track payments using multiple databases for the section in collaboration with the program analyst.
  

• Assist analysis unit with administering reports and tracking requirements.
  

• Track manual reports, oversee return mail, and assist with processing revocations.
  

• Ensure confidentiality of all registered cardholders, grow sites, and other sensitive section information.
  

• Perform other duties as required and assigned.
  

What's in it for you?

The public health division is a team of passionate individuals working to promote health across the lifespan of individuals, families, and communities. We value and support unique perspectives using a trauma-informed approach and aim to reflect these values in our hiring practices, professional development, and workplace. We are committed to racial equity as a driving factor to improve health outcomes for all communities that experience inequities.

We offer full medical, vision and dental benefits with paid sick leave, vacation, personal leave and 10 paid holidays per year plus pension and retirement plans . If you are a skilled administrative specialist with experience coordinating and supporting program objectives, apply today!

What are we looking for?

Minimum Requirements

Three years of clerical/secretarial experience which included the following:

• Two years at a full performance level performing typing, word processing, or other generation of documents AND
  

• Lead work responsibility or coordination of office procedures.
  

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

Requested Skills

• Experience providing administrative and clerical support.
  

• Experience interpreting and applying Oregon Revised Statutes and Oregon Administrative Rules.
  

• Experience communicating professionally and diplomatically orally and in writing to a variety of diverse people in diverse circumstances.
  

• Experience performing accurate data entry and maintaining databases.
  

• Experience working in government systems and operations.
  

• Experience promoting a culturally competent and diverse work environment.
  

• Proficient in Word, Excel, Outlook, PowerPoint, Publisher or other desktop publishing software, Access or other database software, and Teams and/or Zoom or other virtual meeting software.
  

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.

How to Apply

• Complete the online application
  

• Complete questionnaire
  

Attention current State of Oregon employees: To apply for posted positions, please close this window and log into your Workday account and apply through the career worklet.

NOTE: Please ensure you’ve provided a thorough and updated application as it pertains to the position for which you are applying. 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.

Questions/Need Help?

If you need assistance to participate in the application process, including an accommodation request under the American with Disabilities Act contact: Cyndi Phipps-Roman at (503) 569-0066 or [email protected] .

TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900. For technical support, please call toll free 1-855-524-5627, for customer service assistance.

Additional Information

• Please monitor your Workday account to view all communication regarding your application. You must have a valid e-mail address to apply.
  

• If you are a veteran, you may receive veteran’s preference. If you checked that you are a veteran, you will be required to provide your documents later in the process.
  

• We do not offer VISA sponsorships or transfers currently. You will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States within three days of hire.
  

• If you are offered employment, your offer will be contingent upon the positive outcome of an abuse check, criminal records check and driving records check. The information will be shared with the Oregon Health Authority (OHA), Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.
  

• Please attach only the documents that are related to the position such as cover letter, resume and transcripts. Additional documents that are attached will not be reviewed.
  

• Applicant Help and Support webpage
  

Affirmative Action, Equal Opportunity, and Pay Equity

The Oregon Health Authority is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information, or any other protected class under state or federal law. In addition, we do not discriminate, or screen applicants based on current or past compensation. We determine salary by reviewing your application materials to evaluate your related education, experience, and training for this position. For further information, please visit the Pay Equity Project homepage. To learn more about OHA’s mission, vision, and core values,

The Oregon Health Authority is an equal opportunity, affirmative action employer committed to workforce diversity and anti-racism.

Apply for this job with Oregon Health Authority

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