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| Post Code: D702 |
| Announcement Number: LE080256 |
| Classification Number: C0107 |
| Open: 06/24/2008 |
| Close: 07/8/2008 |
| Location: Salem |
| Availability: Full Time |
ADMINISTRATIVE SPECIALIST 1 |
(Administrative Assistant)
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$2,197 - $3,135 MONTHLY
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GENERAL INFORMATION
- This position is with the Oregon Department of Energy, Nuclear Safety and Energy Siting Division, and is located in Salem. The Oregon Department of Energy has approximately 90 employees and is responsible for promoting the efficient use of energy resources, developing an energy supply that is renewable, affordable and reliable, and regulating the transport and cleanup of radioactive waste.
- This recruitment will be used to establish a list of qualified people. The list will be used to fill the current vacancy and may be used to fill other vacancies as they occur.
- This is a permanent, full-time position located in Salem. The position receives full fringe benefits. The State of Oregon provides an attractive, cafeteria-style benefit plan that includes employer contributions toward a variety of medical and dental plans covering employees and dependants, participation in the Oregon Public Service Retirement Plan (OPSRP), and a deferred compensation plan.
- Applicants are subject to a Computerized Criminal History check for a thorough background investigation. Adverse background data may be grounds for immediate disqualification.
TO QUALIFY
Your PD100 application form will be reviewed to verify that you meet the qualifications stated in this section. To receive credit, your application form must clearly show that you have:
- Three years of clerical/secretarial experience which included: 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.
No substitution will be made for the two years at the full performance level.
In the "Work History" section on your application you must clearly describe your experience in each of the areas listed. Failure to provide this information may result in eliminating your application from further consideration.
Credits must be from an accredited college or university. A photocopy of your transcripts must be submitted with your application form.
IF YOU QUALIFY, see the APPLICATIONS and EXAM sections of this announcement for instructions.
DUTIES AND RESPONSIBILITIES
The purpose of this position is to assist the Siting Manager in carrying out the functions of the Division, provide support and coordinate a variety of administrative duties for Division staff and the Oregon Hanford Cleanup Board. This position also has full responsibility for all administrative functions for the Energy Facility Siting Council (EFSC). Major duties include:
- Establish and maintain legal docket filing system and index for all energy facility projects by ensuring all original documents received are protected, organized and indexed appropriately.
- Review project case files for sufficiency of documentation and obtain additional materials when required by the EFSC contested case process.
- Prepare for EFSC hearings by establishing time and location of hearings, collecting and organizing relevant documents, outlining potential questions, summarizing proceedings and preparing and submitting project exhibits.
- Coordinate and organize all administrative details, arrangements and logistics for EFSC meetings, conference calls, subcommittee meetings and energy facility site tours.
- Plan all travel and itineraries for overnight trips; Attend and tape EFSC proceedings and follow‑up on assignments from the Council and/or staff, and supervise the preparation of accurate detailed summary (minutes) reflecting all decisions of the Council.
- Develop agenda, review with staff and secure EFSC Chair approval. Coordinate distribution of EFSC materials to EFSC and the public; ensure correct items are mailed to appropriate mailing lists. Keep accurate records of all meeting materials, and monitor EFSC mailing list and maintain member list. Review Council members expense sheets for accuracy, and process for payment.
- Coordinate and prepare materials for all new Council members and ensure all proper paperwork is complete on newly appointed and out-going members.
- Respond to and carry out requests for information from the Council, utilities and the public.
- Coordinate mailings, prepare purchase requests, travel requests, and order publications.
- Research non-technical subjects, statutory and regulatory history, and administrative rules to prepare briefing papers and memoranda to inform departmental policy development, administrative rules revision and support the siting of energy facilities.
- Schedule and arrange meetings and conference calls for the Siting Manager, Assistant Director and staff as needed.
- Maintain all Oregon Hanford Cleanup Board records, including meeting minutes, member information and correspondence.
- Produce and distribute briefing books for all Oregon Hanford Cleanup Board meetings.
- Participate in Emergency Preparedness Drills and Exercises by attending various trainings and providing administrative support to the Emergency Preparedness team.
- Assist Emergency Preparedness Manager with updating emergency contact phone lists, coordinating and updating annual procedure revision, and the biennial updates of fuel use for the State’s Emergency and Essential sectors.
WORKING CONDITIONS
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Work is conducted in a general office environment operating a computer terminal utilizing database and word processing programs.
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Occasional overnight travel required.
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Occasional contact with frustrated or irate individuals.
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Heavy workload with considerable pressure to meet deadlines.
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The person in this position may be involved with a site/facility tour, which may require extensive walking on uneven ground, standing, and/or climbing steep stairways with limited handholds.
EXAM
For applicants who meet the minimum qualifications, applications will be scored and ranked based on responses to the following questions. Please be as brief as possible and limit your response to no more than one page per question.
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Describe your training and experience using any or all of these computer software programs a) word processors, b) spreadsheets, c) databases and d) presentation software. Give us an example of a project you have completed using each application. Please include if any of this experience was using MS Office products.
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Please describe your experience coordinating legal documents or complex administrative files.
Please be sure that the experience referenced on your answer was gained in a job that was listed on your application.
APPLICATIONS
You must submit a State of Oregon Employment PD100 Application form and answers to the EXAM questions (above). A resume will not substitute for the required application materials. Copies of applications and job announcements can be obtained from:
- the State’s Jobs Page at: www.oregonjobs.org
- local Oregon Employment Department field offices,
- most state agency personnel offices,
- the Oregon Department of Energy (503) 378-3752.
If you have a disability and need an alternate format in order to complete the employment process, you may call Recruitment Services at (503) 378-2130 or TTY (503) 378-4672 for the hearing impaired. Please be prepared to leave a message describing the alternate format needed.
Send completed application materials to:
Human Resources
Oregon Department of Energy
625 Marion Street NE
Salem, OR 97301-3742
Applications must be received by 5:00 p.m. on the close date and must be complete and legible. We are unable to acknowledge or verify receipt of applications due to the large volume. You may FAX, if necessary, to (503) 373-7806. The Oregon Department of Energy is not responsible for material that is illegible or missing as a result of transmitting by FAX, or that may be lost in the mail.
After your application materials have been reviewed, you will be sent a notice by mail advising: a) if your application was accepted, or b) if your application was not accepted. If you don't agree with the results, you may request a review. Review requests must be submitted in writing and must be received within 10 days from the date of the notice. Additional information cannot be accepted. However, if your application was not accepted and if the recruitment is still open, you may submit a new application as long as it's received in our office by 5:00 PM on the close date.
Visit the Oregon Department of Energy Web Page at: http://www.oregon.gov/energy
The Oregon Department of Energy is
an Equal Opportunity, Affirmative Action Employer
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