Executive Assistant
Company Name:
Oregon Lottery
Are you an experienced administrative professional whose core personal values include fairness, intregrity, security and honesty?
Do you posses superior organizational skills with excellent attention to detail?
Do you enjoy working with people from diverse backgrounds?
If so, read on and apply now!
POSITION PURPOSE:
The Executive Assistant provides support to the Assistant Director for Security and is responsible for complex, confidential administrative support related to Lottery and Department specific business operations, policies, and procedures. Coordination and leadership of support staff may be assigned as needed. The work includes, but is not limited to, arranging, organizing, and coordinating meetings within the Lottery, and meetings between the Assistant Director and Commissioners, legislators, media, retailers, special interest groups, and other state personnel; administrative or project support work; serving as a liaison to management staff; and composing letters, memos, presentations, and reports for review. This position may be called upon to authorize minor expenses on behalf of the Assistant Director up to $500. Failure to adequately perform these responsibilities in an effective manner may result in a delay in the dissemination of information and materials getting to appropriate parties, which may negatively reflect on the activities conducted by the Assistant Director. Moreover, this may lead to possible public mistrust of Lottery activities, legal liability, and cause a loss in revenue for the State.
JOB SCOPE:
Under general direction from the Assistant Director, this position requires the ability to make decisions based on Lottery policies and procedures. The work is guided by the Oregon Revised Statutes, the Oregon Lottery Administrative Rules, and Attorney General opinions. The work may be accomplished through attaining support from other Executive Assistants, Administrative Assistants, Support Specialists, or other appropriate Lottery staff.
PRINCIPAL ACCOUNTABILITIES ( ESSENTIAL FUNCTIONS):
1. Applies Lottery Management Core Values and Expectations in performing daily activities, and in behavior toward staff members, coworkers, and customers.
2. Provides administrative and organizational support to the Assistant Director and Department by ensuring the typical activities outlined below are done in an efficient and effective manner as needed.
Typical Activities:
Ensures the Assistant Director''s schedule is maintained by keeping it current to avoid scheduling conflicts.
Ensures the Assistant Director''s direct telephone line is answered and calls are screened, messages are taken, and/or telephone calls are forwarded to the appropriate personnel.
Ensures meetings are scheduled for the Assistant Director with Lottery staff and other interested parties. Ensures materials needed for meetings are prepared and distributed to the appropriate parties.
Ensures the Assistant Director''s travel arrangements and accommodations are made through the Lottery Travel Coordinator for meetings and conferences.
Ensures incoming mail is sorted and distributed to the Assistant Director, staff, or sent to the appropriate departments.
Ensures information or materials are distributed on behalf of the Assistant Director to internal and external parties, either in person or by mail.
Keeps informed of agency policies and activities to provide information to Lottery staff, other lotteries, and lottery industry special groups as needed.
Meets and welcomes visitors to the Assistant Director''s office or department, notifies the Assistant Director of arrivals, and/or refers individuals to the appropriate parties.
Composes letters, memos, presentations, and reports for the Assistant Director''s review and signature. Sends copies of information to the appropriate parties and maintains copies for filing purposes.
Researches and prepares special reports. Completes special assignments for the Assistant Director as necessary.
Ensures assignments to staff from the Assistant Director are completed within assigned time frames.
Compiles information, organizes, and assists in the preparation of the annual budget. Monitors the Assistant Director''s budget and codes expenses for Assistant Director''s approval and processing by Accounting.
Prepares purchase requisitions and other purchasing documents for the Assistant Director''s approval. Logs and tracks expenses against contracts.
Assists the Assistant Director in preparing agendas, meeting minutes, and other materials for various meetings. Distributes and maintains historical records of minutes.
Assists the Assistant Director and department staff to ensure procurement documents are in compliance with Lottery procurement processes and procedures. Prepares requisitions and other purchasing documents as directed for approval by the Assistant Director. Logs and tracks expenses against contracts.
3. Provide other administrative or project support needed specific to the Department''s business operations, administrative rules, policies, and procedures.
4. May supervise support staff to ensure work meets Department requirements, and is within Lottery guidelines and policies.
Typical Activities:
Responsible for supervising assigned staff, typically support staff position(s).
Plans, assigns, and reviews the work. Adjusts work assignments and schedules to maintain adequate staffing and responds to fluctuating workloads.
Set performance expectations and prepares performance reviews for assigned staff, in a timely manner.
May provide leadership to the Assistant''s group and/or the support staff within the department.
ADDITIONAL
Responsibilities:
5 . Responsible for In-State Travel Coordinator duties, as assigned. These duties may include making hotel reservations, transportation arrangements, and responding to expense reimbursement questions. Requires knowledge of and compliance with all Lottery travel, purchasing and VISA card policies and participation in training provided by Finance & Administration staff.
6. Participates in special projects as assigned.
INTERPERSONAL CONTACTS:
The Executive Assistant(s) interact with Lottery management and staff, the Commissioners, other government agency personnel, Chief Executive Officers from businesses and organizations, legislators, lobbyists, vendors, retailers, players, and the general public to serve as liaison for the Assistant Director and staff, discuss information requests or distributions, and schedule meetings. This is done either in person, by telephone, or through electronic or written communication.
JOB CONDITIONS:
The work is performed in an office environment, but may require some travel.
QUALIFICATION REQUIREMENTS:
Three years of experience providing confidential administrative support for mid to senior level management. Administrative support includes duties such as: a) applying independent judgment and initiative on assignments; b) demonstrated ability to interact with all levels of internal and external staff, customers, or public officials; and c) experience, such as developing, applying or explaining laws, rules policies and procedures; explaining administrative procedures and policies to staff; resolving complex inquiries; gathering and organizing information and preparing reports; directing and reviewing the work of administrative support staff or developing office procedures. College level course work may substitute for up to two years of the required experience.
OTHER QUALIFICATION REQUIREMENTS:
Demonstrated knowledge and application of proper grammar, punctuation, spelling, and capitalization.
Demonstrated skill in operating office equipment to include a personal computer with some knowledge of word processing and spreadsheet programs, and other equipment specific to the position.
Demonstrated skill keying (typing) information at a proficiency level sufficient to complete the tasks.
Demonstrated skill in applying specific well-defined rules and regulations, policies, and procedures affecting assigned work through analysis and resolution.
Demonstrated skill in communicating, both orally and in writing, to a variety of individuals; and in maintaining effective relationships with agency personnel, other government personnel, lobbyists, legislators, vendors, retailers, and the public.
Demonstrated skill in organizing work effectively; exercising independent judgment in making appropriate decisions concerning work methods; effectively performing multiple and diversified tasks while working with conflicting priorities; and meeting deadlines.
Demonstrated ability in learning and working within specific agency operations, policies, and procedures affecting assigned work, and reviewing technical forms or information for compliance with established criteria.
Demonstrated ability in gathering and organizing information or data and preparing reports in written form.
Demonstrated ability in maintaining confidentiality of agency records.
APPLY NOW!! Visit /
The results of this recruitment may be used to fill future vacancies.
The Oregon Lottery reserves the right to change, withdraw, close, or re-post job announcements as business needs dictate.
ORS 461.150 (5) states, No person shall be employed by the state lottery who has been convicted of a felony or any gambling related offense. A background investigation is required prior to job offer which includes fingerprinting, criminal history, credit history (based on the position), tax records, driving record, affiliation with the gaming industry, and checking employment references and character references.
Lottery Ethics Policy prohibits employees from holding any legal or economic interest in the gaming industry. If you currently hold interest in the gaming industry this does not disqualify you from consideration in a position with the Lottery. If you are the successful applicant, you would need to dispose of the holdings prior to employment. (This does not apply to an investment in a mutual fund or a blind trust, or a time or demand deposit in a financial institution, shares in a credit union, the cash surrender value of life insurance, or American Indian tribal dividends.)
Salary level will be based on qualifications and experience of the successful candidate. All employees and members of their immediate family, regardless of where they live, are prohibited-by-law from playing Oregon Lottery games.
Pursuant to the American with Disabilities Act, persons with disabilities who believe they need reasonable accommodation, or help in order to apply for this position, may call or email oregon. .us
Per ORS 408.225, 408.230, and 408.235 relating to Veterans Preference for public employment, to receive Veterans Preference, include a copy of your DD214/DD215 or Veterans'' disability preference letter (unless information is included in the DD214/DD215) with your application material.
THE OREGON LOTTERY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORKPLACE DIVERSITY.
Date: 2014-06-10
Country: US
State: OR
City: Salem
Postal Code: 97301
Job Type: Regular Service Full-TimeEstimated Salary: $20 to $28 per hour based on qualifications.
Oregon Lottery
Are you an experienced administrative professional whose core personal values include fairness, intregrity, security and honesty?
Do you posses superior organizational skills with excellent attention to detail?
Do you enjoy working with people from diverse backgrounds?
If so, read on and apply now!
POSITION PURPOSE:
The Executive Assistant provides support to the Assistant Director for Security and is responsible for complex, confidential administrative support related to Lottery and Department specific business operations, policies, and procedures. Coordination and leadership of support staff may be assigned as needed. The work includes, but is not limited to, arranging, organizing, and coordinating meetings within the Lottery, and meetings between the Assistant Director and Commissioners, legislators, media, retailers, special interest groups, and other state personnel; administrative or project support work; serving as a liaison to management staff; and composing letters, memos, presentations, and reports for review. This position may be called upon to authorize minor expenses on behalf of the Assistant Director up to $500. Failure to adequately perform these responsibilities in an effective manner may result in a delay in the dissemination of information and materials getting to appropriate parties, which may negatively reflect on the activities conducted by the Assistant Director. Moreover, this may lead to possible public mistrust of Lottery activities, legal liability, and cause a loss in revenue for the State.
JOB SCOPE:
Under general direction from the Assistant Director, this position requires the ability to make decisions based on Lottery policies and procedures. The work is guided by the Oregon Revised Statutes, the Oregon Lottery Administrative Rules, and Attorney General opinions. The work may be accomplished through attaining support from other Executive Assistants, Administrative Assistants, Support Specialists, or other appropriate Lottery staff.
PRINCIPAL ACCOUNTABILITIES ( ESSENTIAL FUNCTIONS):
1. Applies Lottery Management Core Values and Expectations in performing daily activities, and in behavior toward staff members, coworkers, and customers.
2. Provides administrative and organizational support to the Assistant Director and Department by ensuring the typical activities outlined below are done in an efficient and effective manner as needed.
Typical Activities:
Ensures the Assistant Director''s schedule is maintained by keeping it current to avoid scheduling conflicts.
Ensures the Assistant Director''s direct telephone line is answered and calls are screened, messages are taken, and/or telephone calls are forwarded to the appropriate personnel.
Ensures meetings are scheduled for the Assistant Director with Lottery staff and other interested parties. Ensures materials needed for meetings are prepared and distributed to the appropriate parties.
Ensures the Assistant Director''s travel arrangements and accommodations are made through the Lottery Travel Coordinator for meetings and conferences.
Ensures incoming mail is sorted and distributed to the Assistant Director, staff, or sent to the appropriate departments.
Ensures information or materials are distributed on behalf of the Assistant Director to internal and external parties, either in person or by mail.
Keeps informed of agency policies and activities to provide information to Lottery staff, other lotteries, and lottery industry special groups as needed.
Meets and welcomes visitors to the Assistant Director''s office or department, notifies the Assistant Director of arrivals, and/or refers individuals to the appropriate parties.
Composes letters, memos, presentations, and reports for the Assistant Director''s review and signature. Sends copies of information to the appropriate parties and maintains copies for filing purposes.
Researches and prepares special reports. Completes special assignments for the Assistant Director as necessary.
Ensures assignments to staff from the Assistant Director are completed within assigned time frames.
Compiles information, organizes, and assists in the preparation of the annual budget. Monitors the Assistant Director''s budget and codes expenses for Assistant Director''s approval and processing by Accounting.
Prepares purchase requisitions and other purchasing documents for the Assistant Director''s approval. Logs and tracks expenses against contracts.
Assists the Assistant Director in preparing agendas, meeting minutes, and other materials for various meetings. Distributes and maintains historical records of minutes.
Assists the Assistant Director and department staff to ensure procurement documents are in compliance with Lottery procurement processes and procedures. Prepares requisitions and other purchasing documents as directed for approval by the Assistant Director. Logs and tracks expenses against contracts.
3. Provide other administrative or project support needed specific to the Department''s business operations, administrative rules, policies, and procedures.
4. May supervise support staff to ensure work meets Department requirements, and is within Lottery guidelines and policies.
Typical Activities:
Responsible for supervising assigned staff, typically support staff position(s).
Plans, assigns, and reviews the work. Adjusts work assignments and schedules to maintain adequate staffing and responds to fluctuating workloads.
Set performance expectations and prepares performance reviews for assigned staff, in a timely manner.
May provide leadership to the Assistant''s group and/or the support staff within the department.
ADDITIONAL
Responsibilities:
5 . Responsible for In-State Travel Coordinator duties, as assigned. These duties may include making hotel reservations, transportation arrangements, and responding to expense reimbursement questions. Requires knowledge of and compliance with all Lottery travel, purchasing and VISA card policies and participation in training provided by Finance & Administration staff.
6. Participates in special projects as assigned.
INTERPERSONAL CONTACTS:
The Executive Assistant(s) interact with Lottery management and staff, the Commissioners, other government agency personnel, Chief Executive Officers from businesses and organizations, legislators, lobbyists, vendors, retailers, players, and the general public to serve as liaison for the Assistant Director and staff, discuss information requests or distributions, and schedule meetings. This is done either in person, by telephone, or through electronic or written communication.
JOB CONDITIONS:
The work is performed in an office environment, but may require some travel.
QUALIFICATION REQUIREMENTS:
Three years of experience providing confidential administrative support for mid to senior level management. Administrative support includes duties such as: a) applying independent judgment and initiative on assignments; b) demonstrated ability to interact with all levels of internal and external staff, customers, or public officials; and c) experience, such as developing, applying or explaining laws, rules policies and procedures; explaining administrative procedures and policies to staff; resolving complex inquiries; gathering and organizing information and preparing reports; directing and reviewing the work of administrative support staff or developing office procedures. College level course work may substitute for up to two years of the required experience.
OTHER QUALIFICATION REQUIREMENTS:
Demonstrated knowledge and application of proper grammar, punctuation, spelling, and capitalization.
Demonstrated skill in operating office equipment to include a personal computer with some knowledge of word processing and spreadsheet programs, and other equipment specific to the position.
Demonstrated skill keying (typing) information at a proficiency level sufficient to complete the tasks.
Demonstrated skill in applying specific well-defined rules and regulations, policies, and procedures affecting assigned work through analysis and resolution.
Demonstrated skill in communicating, both orally and in writing, to a variety of individuals; and in maintaining effective relationships with agency personnel, other government personnel, lobbyists, legislators, vendors, retailers, and the public.
Demonstrated skill in organizing work effectively; exercising independent judgment in making appropriate decisions concerning work methods; effectively performing multiple and diversified tasks while working with conflicting priorities; and meeting deadlines.
Demonstrated ability in learning and working within specific agency operations, policies, and procedures affecting assigned work, and reviewing technical forms or information for compliance with established criteria.
Demonstrated ability in gathering and organizing information or data and preparing reports in written form.
Demonstrated ability in maintaining confidentiality of agency records.
APPLY NOW!! Visit /
The results of this recruitment may be used to fill future vacancies.
The Oregon Lottery reserves the right to change, withdraw, close, or re-post job announcements as business needs dictate.
ORS 461.150 (5) states, No person shall be employed by the state lottery who has been convicted of a felony or any gambling related offense. A background investigation is required prior to job offer which includes fingerprinting, criminal history, credit history (based on the position), tax records, driving record, affiliation with the gaming industry, and checking employment references and character references.
Lottery Ethics Policy prohibits employees from holding any legal or economic interest in the gaming industry. If you currently hold interest in the gaming industry this does not disqualify you from consideration in a position with the Lottery. If you are the successful applicant, you would need to dispose of the holdings prior to employment. (This does not apply to an investment in a mutual fund or a blind trust, or a time or demand deposit in a financial institution, shares in a credit union, the cash surrender value of life insurance, or American Indian tribal dividends.)
Salary level will be based on qualifications and experience of the successful candidate. All employees and members of their immediate family, regardless of where they live, are prohibited-by-law from playing Oregon Lottery games.
Pursuant to the American with Disabilities Act, persons with disabilities who believe they need reasonable accommodation, or help in order to apply for this position, may call or email oregon. .us
Per ORS 408.225, 408.230, and 408.235 relating to Veterans Preference for public employment, to receive Veterans Preference, include a copy of your DD214/DD215 or Veterans'' disability preference letter (unless information is included in the DD214/DD215) with your application material.
THE OREGON LOTTERY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORKPLACE DIVERSITY.
Date: 2014-06-10
Country: US
State: OR
City: Salem
Postal Code: 97301
Job Type: Regular Service Full-TimeEstimated Salary: $20 to $28 per hour based on qualifications.
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