| Post Code: D722 | |
| Announcement Number: LEEC0731 | |
| Classification Number: C0107 | |
| Open: 02/22/2008 | |
| Close: 03/14/2008 | |
| Location: Portland | |
| Availability: Full Time | |
GENERAL INFORMATION The Oregon Economic and Community Development Department is recruiting to fill the position of Administrative Specialist with the International Trade Services. This is a permanent, full‑time position located in Portland. NOTE: If you are a HIRE System candidate and you are interested in being considered for this position, you must A) complete the application process described in this recruitment announcement and B) submit your completed application materials by the close date listed on this announcement to the address listed in the HOW TO APPLY section. BACKGROUND The mission of the Oregon Economic and Community Development Department is to advance Oregon’s economy. Under the direction of the Oregon Economic and Community Development Commission, the Department focuses its efforts on three core objectives: Promote favorable investment climate to strengthen businesses, create jobs and raise real wages. Assist Oregon communities to build capacity to retain, expand and attract businesses. Improve national and global competitiveness of Oregon companies. This position exists within the International Trade Services Section of the Business and Trade Development Division of the Department. The International Trade Services Section encourages increased sales of Oregon products and services to international markets. Programs include information services, technical assistance, trade shows, and trade missions. The Section also manages state offices in Japan and Taiwan as well as overseas trade representatives in Korea, Europe, and China. TO QUALIFY Your PD 100 (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. IF YOU QUALIFY, SEE TEST section of this announcement. DUTIES AND RESPONSIBILITIES The purpose of this position is to provide confidential lead administrative support to the Manager of International Trade Services and its programs and activities. Major duties include: GENERAL ADMINISTRATIVE DUTIES (INCLUDING PROGRAM COORDINATION): Provide input in discussions regarding section issues and plans, goals and objectives, and performance measures. Monitor and report information on progress in meeting goals, objectives and performance measures. Recommend and assist in implementation of section policies and procedures. Identify ways to carry out long range and short-term goals through the daily work of this position and other support staff. Coordinate the administration of the Oregon Trade Promotion Program, which includes developing application forms and reviewing processes, creating and administering contractual agreements for services under the Program, including mandatory company reports, and maintaining all appropriate records of transactions and procedures, including the database of program information. Oversee the division’s contracts for goods and services. Draft Requests for Proposals. Participate in decisions to award contracts, monitor contracts to assure deliverables are received, and authorize payment to contractors. Coordinate with Department fiscal staff on payment and contractual issues. Maintain records of contracts. Oversee the section’s fiscal and budget processes and records. Review, track and process accounts receivable and payable invoices. Oversee the preparation of accounts receivable tracking system. Coordinate with Department fiscal staff on payment or billing issues. Track expenditures and prepare budget reports. Collect and provide information in the preparation of section’s budget and recommend actions to achieve the section’s goals and objectives within budget limitations. Prepare bi-monthly electronic newsletter/e-zine. Working with trade team, provide input as well as solicit input from other staff on article topics. Research information for articles, e.g. company profiles, incoming delegations, overseas trade shows and other events. Draft articles. Provide assistance to Marketing and Communications in maintaining and updating content for the section’s web page. Maintain a running calendar of the section’s events, including creating flyers for outreach events, on the Internet. Maintain the Section’s PowerPoint presentations used for outreach and company training. Coordinate arrangements for incoming international delegations, Governor’s trade missions, and other conferences and meetings. Coordinate domestic and overseas travel of staff, or other international business for the state. Coordinate hotel and transportation arrangements, catering services, purchase of gifts and itineraries for incoming delegations. Occasionally meet delegations and travel with them. Coordinate with International Marketing Partners, and the Governor’s staff, in arrangements for Governor’s trade missions. Create briefing books. Attend planning meetings and make recommendations in planning. Serve as a clearinghouse for information regarding arrangements for missions and delegations. Prepare and submit travel and expense claims for the International Trade Manager. RECEPTIONIST DUTIES: Provide coverage of the OECDD Portland reception desk on a regular, scheduled basis. This responsibility is shared with other office support staff. Other assigned duties to be performed while serving as the receptionist that do not detract from receptionist duties. RESEARCH/DATA COLLECTION AND DATA INPUT: Apply research techniques and skills to assist the International Trade Manager and International Trade Officers in locating companies overseas, finding information and leads on imports, exports, trade, etc. or any subject related to the business of the International Trade Services. Provide primary oversight of the creation of new, and the use of existing databases to identify possible matches for trade leads and the preparation of a variety of reports and spreadsheets, including those using statistical information. Create and reconfigure graphs, graphics, formulas, and macros for written and verbal communications and presentations. Collect descriptive and fiscal data regarding international trade projects and programs for special reports and analysis. Gather information from agency sources and from public and private partners throughout the state, as well as customers served. Using data, respond to requests from the Department, legislators, or agency customers for reports, spreadsheets and letters. Submit all work for the review and signature to the International Trade Manager. Assist International Trade Manager to input project information into the Department’s data system (such as ACT), as required per Department processes. Learn, follow, and instruct other team members on department processes. Track project files through internal system. Help update project status reports. Review forms and other documents for compliance with established criteria. Help team ensure that all necessary documentation is provided and is complete. Update and maintain team database. CORRESPONDENCE AND FILING: Research, write, and/or provide information required for official correspondence and other official acts for section manager, such as briefings and replies to official inquiries. Independently research, locate, assemble, edit and summarize material for administrative action. Act as a liaison and coordinate official correspondence through the Director’s Office. Keep the International Trade Manager informed of commitments, meetings and phone calls. Coordinate meetings. Maintain files of correspondence, contracts, personnel documents, and other materials. Open, review and distribute mail and make assignments for follow up on routine matters. Anticipate needs and independently research information for the manager’s use or action. Evaluate need of customer on phone or in person, resolve problems, respond to complaints or delegate to other staff for action. Serve as a communication link between the section manager and the Department staff and partners. WORKING CONDITIONS Regular office environment. Some overtime to meet deadlines. In-state travel to attend meetings with overnight stays. Possible international travel. Fast-passed office with frequent interruptions, need to be flexible and still maintain focus on priorities. Requires frequent public contact and some lifting of boxes and files. THIS IS THE TEST Use a separate sheet of paper. Write down any work experience (paid or unpaid) and training that you have which is related to each question. Limit your answer to each question to no more than two (2) pages. Be sure that the jobs where you gained the experience you describe in your answers are listed in the Work History section of your application form. Your grade will be based upon your answers. If there are several parts to a question, answer each part separately. Number your answers to agree with the question. Attach the answer sheet to your application. Your application will not be accepted if it is incomplete. You must answer the following questions:
HOW TO APPLY YOU MUST COMPLETE a State of Oregon application form (PD100). OBTAIN APPLICATIONS (and any required supplements) from Employee Services, a local Oregon Employment Department, most state agency personnel offices or via Internet at: www.oregonjobs.org. If you have a disability, and need an alternative format in order to complete the application form (PD100), you may call the Oregon Economic and Community Development Department’s Employee Services office at (503) 986-0097, between the hours of 8 a.m. and 5 p.m., about an alternative format. SUBMIT only the required materials. Reference letters or work samples should be kept for interviews. MAIL or DELIVER your completed application materials to: Oregon Economic and Community Development Department, Employee Services, 775 Summer Street NE, Suite 200, Salem, Oregon, 97310-1280. If necessary, you may FAX to (503) 986-0145. You may also e-mail you application materials to: beth.Vergara@state.or.us. Your application materials must be received in the Salem office by 5:00 p.m. on the close date. The Oregon Economic and Community Development Department cannot be responsible for material that is illegible or incomplete as a result of transmitting by FAX or which may be lost or delayed through the mail. REASONABLE ACCOMMODATIONS for interviews will be provided upon request to individuals with disabilities. **The Oregon Economic and Community Development Department Is an Equal Opportunity, Affirmative Action Employer Committed to a Diverse Workforce. ** | |
