Executive Support Specialist 2

  • State of Oregon - Oregon Legislature
  • Salem, OR, USA
  • Apr 06, 2018
Full-Time Customer Service Legal

Job Description

The Office of the Legislative Counsel has one full-time, continuing position opening for an Executive Support Specialist 2.  This position is located in the Capitol building in Salem, Oregon.

The Office of the Legislative Counsel provides legal and publication services to the Legislative Assembly. Working under the direction of the Legislative Counsel, legal, editorial and clerical staffs are responsible for drafting measures for legislators, legislative committees and state agencies, providing research and legal services to the Legislative Assembly and its committees and reviewing administrative rules of state agencies. The Legislative Counsel also directs staff in editing, indexing, annotating and publishing Oregon Revised Statutes and publishing Oregon Laws and Oregon Criminal Code.

The primary purpose of this position is to provide front desk reception for the Office of the Legislative Counsel. The position answers and routes all incoming office telephone calls so requires excellent oral communication skills. This position greets all visitors and contributes to the first impression customers have of the office so a high degree of tact and diplomacy is required. This position handles and maintains all docket work orders so experience organizing and maintaining both computer and paper files is essential. This position provides front-line customer service so requires the ability to interact effectively and in a professional and friendly manner with legislators, elected officials, staff, lobbyists, the media, other agencies and the public.

CUSTOMER SERVICE/RECEPTION

Assume primary responsibility for greeting all office visitors and answering all incoming calls in a friendly, competent and professional manner.  Position contributes to first impression customers have of LC. Position requires a high degree of tact and diplomacy, because customers include elected officials, legislators, staff, lobbyists, the media, other agencies and the public.
 
Answer, screen and route incoming calls using a multi-line telephone system.
 
Determine inquiry or request of customer, which may be time-sensitive or critical in nature.  Accurately assess facts and circumstances and make independent judgment on appropriate course of action. Redirect or respond to inquiry or request with timely, accurate and complete information.
 
Provide legislative information to customers on measure status, committee memberships, legislator addresses, meeting dates and agenda items. Control flow of visitors and information requests to LC staff. May periodically schedule appointments or meetings for LC staff members.
           
Process and sort incoming/outgoing mail and faxes.  

ADMINISTRATIVE SUPPORT

Develop and maintain on-going centralized filing system for LC draft requests.  Compute, prepare and distribute statistical records of all draft requests monthly (during interim) and weekly (during session).
 
Develop and maintain electronic docket system and distribute all legislative draft requests.  Update electronic record of LC requests daily.  Prepare and distribute copies of electronic records to legislators and staff members.  Maintain docket system and process all Administrative Rules for further analysis by legal staff.
 
Develop and maintain timekeeping billing system for agency drafts and distribute all agency draft request billings.
 
Answer customer inquiries about LC publications. Research customer history on database for inquiries and various transactions.  Sort, stamp, process and input spreadsheet data of publication orders for Administrative Services staff.

Ship LC publications off-site at agency warehouse.

Draft, edit and prepare correspondence for signature of Legislative Counsel. Develop and produce forms and reports as requested.  Maintain and process confidential documents and files.  Maintain Legislative Counsel's schedule.  Distribute materials for LC.
 
Order and maintain office supplies. Ensure supply area is maintained in an organized manner.

Other duties as assigned by Administrative Services Manager, Chief Deputy Legislative Counsel or Legislative Counsel.
 
Regular and punctual attendance is an essential function of all positions within the Office of the Legislative Counsel.


 

Skill Requirements

MINIMUM QUALIFICATIONS
 

  • Five years of administrative assistant experience, which includes two years using a computer at a full performance level (typing, word processing, using spreadsheets or other generation of documents) AND lead work responsibility or coordination of office procedures. (OR)

  • A four-year degree from an accredited college or university. (OR) 

 

  • A combination of experience and education that demonstrates the ability to perform the job. (AND)

 

  • Ability leave lift up to 50 pounds.