Oregon State Treasury
Trust Property Support Specialist (Administrative Specialist)
Oregon State Treasury, Salem, Oregon, us, 97308
Overview
Job Title:
Trust Property Support Specialist (Administrative Specialist)
Agency:
Oregon State Treasury
Job Description:
Oregon State Treasury is recruiting for the position of Trust Property Support Specialist. This position provides administrative and program support for the Trust Property Division of Oregon State Treasury.
Job Duties Summary
Administrative Support
Provides support to the Trust Property Director; maintains calendar by scheduling appointments, meetings and travel; assists with managing correspondence.
Participates in meetings, prepares written summaries, and follows up on tasks.
Assists in the development of Trust Property budget; compiles expenditure information.
Assists in the preparation of legislative concept documents and tracks relevant bills.
Supports the administrative rule development and revision for Trust Property rules.
Processes purchasing transactions for travel, training and other program expenses.
Properly codes and processes invoices according to agency workflows and approval steps.
Research and Analysis
Conducts a variety of research activities for Trust Property programs, summarizes findings into reports and formal presentations, and presents findings to management.
Accesses available program data and analyzes key metrics on work activities and trends.
Facilitates performance reporting for Trust Property Division.
Supporting Communication
Acts as communications link between the Trust Property Director and other constituents.
Answers internal and external inquiries for information about the program.
Completes national surveys and compiles information requested by other states.
Composes and prepares correspondence for administrative signature.
Ensures the program's website and communication materials are current.
Policies and Procedures Support
Assists the administrative superior in analyzing program processes and researching information to formulate and implement agency policies and procedures.
Helps staff revise manuals to ensure strong controls over property.
Records Management
Oversees the records management policy implementation for Trust Property.
Schedules and observes the proper disposition and destruction of records.
Maintains written control of materials received, routed, assigned, or disposed.
Coordinates public records requests and helps communicate with requesters to fulfill requests timely and in accordance with rules.
Stays current on changes related to public records and meetings.
Outreach and Education Coordination
Assists Trust Property team in scheduling, planning, and preparing for outreach activities.
Schedules holder training seminars by managing locations, invitee lists, logistics, and materials; coordinates follow-up with attendees.
Coordinates partnerships with governmental agencies and public sector organizations to promote awareness of unclaimed property and estates.
Helps prepare and implement public awareness campaigns and activities to promote unclaimed property compliance, unclaimed property claims, and reports of intestate deaths.
Supports the Trust Property outreach Coordinator with press releases, interviews, public relations and advertising efforts.
Develops presentation materials as directed; prepares content for state and national social media campaigns.
Work Schedule
This position has a hybrid (remote and in-office) schedule; in-office work will be predominately from Treasury's Salem office.
Two days in office in Salem every week; one additional day in office for team meetings every month; additional days for large meetings, in-person training, team building or peak division time as directed.
During initial training, employees are expected to be in the office more frequently to support onboarding and collaboration.
Salary Range and Classification Salary Range:
$50,484 - $70,104 annually.
Job Classification:
Administrative Specialist 2; SEIU represented position.
Required Minimum Qualifications
Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An equivalent combination of education and experience.
Desired Attributes
Experience providing administrative support to a department or division.
Experience maintaining calendars, scheduling appointments and meetings, and arranging travel in the work capacity of an administrative or executive assistant.
Experience coding and processing invoices.
Experience writing meeting summaries.
Experience maintaining and organizing electronic and paper records.
Ability to analyze information and prepare written summaries.
Proficiency in Excel, Word, PowerPoint, and Outlook.
Experience handling sensitive or confidential information; excellent attention to detail and accuracy.
Core Attributes
Respect – Treats all individuals fairly and respectfully; supports a diverse environment.
Teamwork – Maintains professionalism and supports team goals.
Flexibility – Willing to change to meet organizational needs; remains calm under pressure.
Communication – Effectively exchanges information with stakeholders; responds promptly.
Initiative – Takes appropriate action without explicit instructions; proposes solutions.
Critical Thinking – Weighs options, makes sound decisions, plans for potential problems.
Time Management – Prioritizes tasks and meets deadlines.
Attention to Detail – Maintains accuracy and thoroughness.
How to Apply You are required to upload your resume and a cover letter addressing the topics below:
Experience supporting a team through implementing change.
Experience working with confidential or sensitive information.
Experience preparing written summaries and presentations.
We will accept applications through the job announcement closing date, but we may close recruitment early if a well-qualified applicant pool is found. Apply early if interested.
Benefits of Joining Our Team
Low employee premium share for medical, dental, vision, and basic employee life (1% or 5% employee share).
Robust paid leave package including vacation, personal business, holidays, sick leave, and a floating day.
PERS retirement benefits.
Support with training and development.
Student loan forgiveness under the Public Service Loan Forgiveness Program (PSLF).
Optional benefits including life, short & long term disability, AD&D, Oregon Savings Growth Plan (deferred comp), FSA, long term care insurance, EAP, and more.
About Oregon State Treasury Oregon State Treasury focuses on improving the financial well-being of all Oregonians. We provide programs for governments and empower Oregonians to invest in themselves and their loved ones for a secure future. We are committed to a diverse, inclusive, and respectful workplace and to values such as integrity, innovation, diversity, trust, professionalism, and accessibility.
Special Information
Background checks may include validation of all materials, prior employment, and references; adverse background data may disqualify a candidate.
OST does not sponsor visas; new hires must complete Form I-9 to verify authorization to work in the United States.
Oregon state government provides veteran preferences; attach appropriate documentation as required.
OST is an equal opportunity, affirmative action employer; ADA accommodations available on request.
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Trust Property Support Specialist (Administrative Specialist)
Agency:
Oregon State Treasury
Job Description:
Oregon State Treasury is recruiting for the position of Trust Property Support Specialist. This position provides administrative and program support for the Trust Property Division of Oregon State Treasury.
Job Duties Summary
Administrative Support
Provides support to the Trust Property Director; maintains calendar by scheduling appointments, meetings and travel; assists with managing correspondence.
Participates in meetings, prepares written summaries, and follows up on tasks.
Assists in the development of Trust Property budget; compiles expenditure information.
Assists in the preparation of legislative concept documents and tracks relevant bills.
Supports the administrative rule development and revision for Trust Property rules.
Processes purchasing transactions for travel, training and other program expenses.
Properly codes and processes invoices according to agency workflows and approval steps.
Research and Analysis
Conducts a variety of research activities for Trust Property programs, summarizes findings into reports and formal presentations, and presents findings to management.
Accesses available program data and analyzes key metrics on work activities and trends.
Facilitates performance reporting for Trust Property Division.
Supporting Communication
Acts as communications link between the Trust Property Director and other constituents.
Answers internal and external inquiries for information about the program.
Completes national surveys and compiles information requested by other states.
Composes and prepares correspondence for administrative signature.
Ensures the program's website and communication materials are current.
Policies and Procedures Support
Assists the administrative superior in analyzing program processes and researching information to formulate and implement agency policies and procedures.
Helps staff revise manuals to ensure strong controls over property.
Records Management
Oversees the records management policy implementation for Trust Property.
Schedules and observes the proper disposition and destruction of records.
Maintains written control of materials received, routed, assigned, or disposed.
Coordinates public records requests and helps communicate with requesters to fulfill requests timely and in accordance with rules.
Stays current on changes related to public records and meetings.
Outreach and Education Coordination
Assists Trust Property team in scheduling, planning, and preparing for outreach activities.
Schedules holder training seminars by managing locations, invitee lists, logistics, and materials; coordinates follow-up with attendees.
Coordinates partnerships with governmental agencies and public sector organizations to promote awareness of unclaimed property and estates.
Helps prepare and implement public awareness campaigns and activities to promote unclaimed property compliance, unclaimed property claims, and reports of intestate deaths.
Supports the Trust Property outreach Coordinator with press releases, interviews, public relations and advertising efforts.
Develops presentation materials as directed; prepares content for state and national social media campaigns.
Work Schedule
This position has a hybrid (remote and in-office) schedule; in-office work will be predominately from Treasury's Salem office.
Two days in office in Salem every week; one additional day in office for team meetings every month; additional days for large meetings, in-person training, team building or peak division time as directed.
During initial training, employees are expected to be in the office more frequently to support onboarding and collaboration.
Salary Range and Classification Salary Range:
$50,484 - $70,104 annually.
Job Classification:
Administrative Specialist 2; SEIU represented position.
Required Minimum Qualifications
Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An equivalent combination of education and experience.
Desired Attributes
Experience providing administrative support to a department or division.
Experience maintaining calendars, scheduling appointments and meetings, and arranging travel in the work capacity of an administrative or executive assistant.
Experience coding and processing invoices.
Experience writing meeting summaries.
Experience maintaining and organizing electronic and paper records.
Ability to analyze information and prepare written summaries.
Proficiency in Excel, Word, PowerPoint, and Outlook.
Experience handling sensitive or confidential information; excellent attention to detail and accuracy.
Core Attributes
Respect – Treats all individuals fairly and respectfully; supports a diverse environment.
Teamwork – Maintains professionalism and supports team goals.
Flexibility – Willing to change to meet organizational needs; remains calm under pressure.
Communication – Effectively exchanges information with stakeholders; responds promptly.
Initiative – Takes appropriate action without explicit instructions; proposes solutions.
Critical Thinking – Weighs options, makes sound decisions, plans for potential problems.
Time Management – Prioritizes tasks and meets deadlines.
Attention to Detail – Maintains accuracy and thoroughness.
How to Apply You are required to upload your resume and a cover letter addressing the topics below:
Experience supporting a team through implementing change.
Experience working with confidential or sensitive information.
Experience preparing written summaries and presentations.
We will accept applications through the job announcement closing date, but we may close recruitment early if a well-qualified applicant pool is found. Apply early if interested.
Benefits of Joining Our Team
Low employee premium share for medical, dental, vision, and basic employee life (1% or 5% employee share).
Robust paid leave package including vacation, personal business, holidays, sick leave, and a floating day.
PERS retirement benefits.
Support with training and development.
Student loan forgiveness under the Public Service Loan Forgiveness Program (PSLF).
Optional benefits including life, short & long term disability, AD&D, Oregon Savings Growth Plan (deferred comp), FSA, long term care insurance, EAP, and more.
About Oregon State Treasury Oregon State Treasury focuses on improving the financial well-being of all Oregonians. We provide programs for governments and empower Oregonians to invest in themselves and their loved ones for a secure future. We are committed to a diverse, inclusive, and respectful workplace and to values such as integrity, innovation, diversity, trust, professionalism, and accessibility.
Special Information
Background checks may include validation of all materials, prior employment, and references; adverse background data may disqualify a candidate.
OST does not sponsor visas; new hires must complete Form I-9 to verify authorization to work in the United States.
Oregon state government provides veteran preferences; attach appropriate documentation as required.
OST is an equal opportunity, affirmative action employer; ADA accommodations available on request.
#J-18808-Ljbffr