Full-Time Executive Assistant – Juvenile Services Division
Job Description
THIS WORK MATTERS! Are you someone who thrives in a fast-paced work environment? Do you have outstanding organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly? Are you looking to join a public sector organization that makes a difference in people’s lives? Do you have compassion for at-risk youth? Are you a proactive problem solver, anticipating the needs of the teams you support? This could be the perfect position for you! Keep reading…
The Executive Assistant’s main responsibility is to provide a wide range of high level professional administrative duties to support the Juvenile Services Division (JSD) Director with only occasional instruction as new or unusual situations arise.
This position also performs confidential functions for the JSD Director directly related to collective bargaining and the disciplinary process, including researching, compiling, reviewing, editing, and redrafting disciplinary actions, investigation findings, and information directly related to grievance handling and/or collective bargaining.
Confidentiality and sensitivity is of the utmost importance both with staff and youth information.
Executive Assistant responsibilities may also include but are not limited to:
- Administrative support to other Senior Managers and Community Justice Managers.
- Manage meeting agendas.
- Keeps monthly highlights from meetings.
- Assists with facilitation and schedules presentations/guests.
- Reviews and determines funding sources, justification and approval necessary for paid training of staff.
- Provides analysis of data; monitors and tracks existing budgets & contract expenditures.
- Tracks various other areas related to operations, performance measures and current or new initiatives.
- Provides requested policy information to county staff and the public as requested.
- This position is a member of the Juvenile Leadership Team (JLT) and serves as a liaison for the Department with both internal and external stakeholders, youth and their families.
The Department of Community Justice is looking for an executive support professional who can demonstrate expertise in the following areas:
- Strategic Planning / Leadership: You will develop goals and direction based on the overall county/department mission and vision to increase community safety through positive change.
- Results Through People: You will help achieve results through the contribution of others by motivating and inspiring growth and productivity.
- Relationships and Community: You will build positive and sustainable relationships with a range of key internal and external stakeholders.
- Leading Cross-Culturally: You will foster an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision, mission, and goals of the organization.
- Team Building: You will develop, inspire, and foster employees to work collaboratively.
- Organizational Savviness: You will demonstrate understanding and good judgment of organizational culture and interpersonal relationships, with both internal and external groups, to identify opportunities of mutual interest and benefit.
- Delivery: You will ensure services are provided by quality processes through monitoring and understanding.
- Outcomes: You achieve quality outcomes for the individual, the organization, and the county.
- Personal Development: You will strive for an honest and accurate assessment of oneself and demonstrate willingness for continuous improvement.
- Functional/Technical: You possess specific knowledge about laws, regulations, certifications, licensure and skills for specific assignments.
WORKFORCE EQUITY
At Multnomah County we are committed to maintaining an effective, respectful and inclusive workplace. We value collaborative problem solving and strive for continuous improvement. We strongly believe in workforce equity, diversity and inclusion. Visit our Workforce Equity Strategies Plan (WESP) to see where Multnomah County is headed with these values.
DEPARTMENT OF COMMUNITY JUSTICE
Vision ~ Community Safety through Positive Change
The Department of Community Justice (DCJ) is recognized as a national leader in both adult and juvenile community justice. DCJ routinely consults and makes use of evidence-based practices in our program and policy development. The Department’s commitment to data-informed decision-making has led DCJ to make smart investments of taxpayer dollars in supervision, sanctions, and services for the county’s highest risk and highest need justice-involved individuals. DCJ makes long-term investments in its employees through the provision of education and training. The Department believes that in order to enhance public safety we must work collaboratively with the judiciary, law enforcement, schools, treatment agencies, and the community.
The Department shares information with community members, partners, and staff to keep communities safe by preventing and reducing crime and routinely evaluating which local policies support best practices. DCJ operates 24 hours a day, with nearly 600 permanent, on-call, and temporary employees. The Department supervises approximately 9,000 justice-involved individuals annually and those defendants requiring pretrial services. DCJ’s Juvenile Services Division operates the Donald E. Long Juvenile Detention Facility and is responsible for approximately 360 youth on formal and informal community supervision.
More general information about the Department of Community Justice including our mission, vision, and strategies can be found at: www.multco.us/dcj.
The Department of Community Justice’s Strategic Plan (Executive Summary and Full report) can be found at: https://multco.us/file/68223/download.
Serving the Public, Even During Disasters
Everyday, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the Disaster Service Worker Information page.
TO QUALIFY
We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant. For details about how we typically screen applications, review our overview of the selection process page.
Minimum Qualifications/Transferable Skills*:
- Bachelor’s degree, or equivalent experience, in Business Administration, Public Administration, or related field; AND
- 2 years of increasingly responsible administrative experience;
- Ability to travel to various offices / buildings throughout Multnomah County in a timely manner;
- Must be able to pass a thorough background investigation, including being fingerprinted.
Preferred Qualifications/Transferable Skills*: You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates. Please clearly explain on your application how you meet any of the following preferred qualifications/transferable skills.
- Advanced skills with Google Workspace and Microsoft Office;
- Experience supporting executive level management;
- Experience with the juvenile justice system.
*Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experience that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position.
SCREENING AND EVALUATION
The Application Packet: Please be sure to provide all the materials below in your application submission:
- Online application: Explain all related experience (paid or unpaid) and training in the education and work experience sections of the application.
- Attach a resume: Please indicate how you meet the required minimum qualifications. Attach the document to the on-line application. Be sure to explain in detail, including dates, all related work experience, paid or unpaid.
- Cover Letter: Please explain why you are applying for this position and describe your leadership experience in a public safety setting or in a human services setting.
The Selection Process: For details about how we typically screen applications, review our overview of the selection process page. We expect to evaluate candidates for this recruitment as follows:
- Initial review of minimum qualifications
- An evaluation of application materials to identify the most qualified candidates
- Consideration of top candidates/Interviews
- Background Investigation/Fingerprinting
ADDITIONAL INFORMATION
Workday Job Title: Administrative Analyst
Type of Position: This salaried position does not qualify for overtime.
Type: Non-Represented
FLSA: Exempt
Schedule: Monday – Friday, 40 hours per week
Location: Juvenile Justice Complex @ 1401 NE 68th Ave, Portland OR 97213
Multnomah County offers a comprehensive benefit package to all eligible employees. A few highlights include:
- Health insurance (medical, dental, vision).
- Qualify for a defined benefit pension after five years of vesting; we pick up the employee’s share of the retirement contribution (6% of subject wages).
- Generous paid leave (vacation, sick, parental, bereavement, military etc.)
- Life insurance, short-term and long-term disability insurance
- Optional deferred compensation and flexible spending accounts
- Access to a free annual Trimet bus pass
- Access to wellness resources
Diversity and Inclusion: At Multnomah County, we don’t just accept difference; we value it and support it to create a culture of dignity and respect for our employees.
We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. The EEO Know Your Rights poster is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals.
Veterans’ Preference: Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our veterans’ preference page for details about eligibility and how to apply.
Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711.
How to Apply
To see the full job posting and how to apply, visit the online job posting: https://multco.wd1.myworkdayjobs.com/en-US/Multco_Jobs/job/Executive-Assistant---Juvenile-Services-Division_R-13588160 total views, 0 today