Oregon State Government

Initial Posting Date:

06/05/2025

Application Deadline:

06/22/2025

Agency:

Department of State Lands

Salary Range:

$3,704 - $5,063

Position Type:

Employee

Position Title:

Support Services Specialists - 1 LD/Job Rotation, 1 Permanent

Job Description:

• This recruitment has been extended until June 22nd and is now open to all qualified candidates.**

Do you enjoy supporting multiple teams across agency departments? Are you skilled in balancing multiple requests while providing excellent customer service? Apply to be one of two Support Services Specialists (Administrative Specialist 1) by June 22nd, 2025! This recruitment is for two (2) appointments: One (1) permanent and one (1) limited duration. The limited duration position is available to current state of Oregon employees as a job rotation. Both positions are eligible for a hybrid remote schedule with two days in the office in Salem and three days working from home.

Make a Difference for Oregon. The Department of State Lands (DSL) manages the lands that help fund our public schools and protects the state’s waterways and wetlands for the many benefits they provide. Our stewardship ensures vital natural and financial resources contribute to a vibrant, healthy Oregon now and forever. The DSL team makes a difference for Oregonians every day. As our Support Services Specialist, you will too.

In these positions, you will prioritize daily and weekly workload to meet program expectations and timelines in accordance with department policies, rules, procedures, and Oregon laws with a high level of accuracy.

These positions are both represented by the American Federation of State, County, and Municipal Employees (AFSCME) and will start on or after July 1st, 2025. The limited duration position is expected to last from July 1st, 2025 through December 31st, 2025, and have the possibility to become permanent. Current state of Oregon employees are encouraged to apply for the Job Rotation option by attaching approval of their current supervisor.

What’s in it for you?

• Serve as part of an integral team supporting multiple divisions across the agency.
• Join an organization with smart, driven, co-workers who care about Oregon’s economy, environment, and communities, and their co-workers.
• Gain full benefits with 95% to 99% of medical insurance premiums paid by the agency for full-time employees, including mental health coverage.
• Accrue 8 hours of sick leave and at least 8 hours of vacation leave per month, with your vacation leave accruals increasing every 5 years.
• Receive 11 paid holidays, 1 floating holiday, 3 personal business days and other employee benefits such as optional insurances and flexible spending plans.
• Automatically enroll into the Public Employees Retirement System (PERS) after 6 months of full-time service.
• Earn the initial monthly salary range for this position starting at $3,704- $5,063 for employees new to DSL; as a current PERS participating member, start at $3,951 - $5,415.

Working Conditions:

Much of the work is in a standard office environment and/or virtual setting and occasional travel may be required. The successful candidate(s) will have the option of working two days in office minimum and up to three days remote/from home. At times, a fast-paced work environment with multiple demands. This position requires the ability to work on multiple tasks, sometimes under pressure of high priority deadlines. Overnight stays and/or extended work hours may be required.

What you will be doing:

As a Support Specialist, you will play a vital role in supporting the day-to-day operations of the agency. You will provide direct administrative and multi-program support to managers and teams, ensuring tasks and projects are completed accurately and on time. Your key responsibilities will include, but are not limited to:

• Assisting with preparing, formatting, editing, and proofreading professional correspondence, reports, and internal documents.
• Entering, retrieving, and verifying data in systems such as LAS and Laserfiche; managing document flow and digital filing.
• Monitoring shared inboxes, routing requests appropriately, and responding to inquiries from internal and external customers.
• Supporting daily operations by tracking deadlines, compiling data for reports and applications, and managing tickets to ensure each program receives timely and accurate support.
• Helping maintain accurate records to ensure documentation complies with state, agency, and program standards.
• Participating in cross-training and serving as backup for other support staff to ensure consistent service delivery.
• Collaborating with managers and team members to identify opportunities for process improvements and workflow efficiencies.

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MINIMUM QUALIFICATIONS- to be considered for this position, please ensure you have one of the following combinations of education and/or experience:

Two (2) years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data;

OR

an associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data;

OR

an equivalent combination of education and experience.

Desired Skills, Experiences, and Attributes - tell us which of the following skills, experiences, and related talents you have by highlighting them in your resume and cover letter:

• Experience drafting correspondence, maintaining records, organizing documents, and supporting day-to-day office functions.
• Ability to prioritize multiple tasks, track deadlines, and manage time effectively in a fast-paced environment.
• Familiarity with agency systems such as LAS, Laserfiche, Microsoft Office, and other digital tools for data entry, organization, and communication.
• Friendly, professional, and quick to respond when helping coworkers, partners, or members of the public.
• Willingness to assist teammates and contribute to shared responsibilities, including cross-training and coverage.
• Clear, courteous, and professional in both written and verbal communication, with the ability to follow directions and ask clarifying questions.
• Strong accuracy and follow-through when entering data, managing files, or preparing materials.
• Comfortable adjusting to new processes, priorities, and systems while maintaining a positive, proactive mindset.
• Dedication to supporting a respectful, inclusive, and welcoming workplace.

How to apply (please note these positions are open to current State of Oregon employees only):

• Complete the following required steps:
  • Fill out the application or attach a resume. Please contact the recruiter under the ‘Additional Information’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.
  • Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the “Desired Attributes” section above.
    • Your cover letter must be limited to no more than two (2) pages.
    • Please address your cover letter to Mary-ann Jones, Support Services Manager.
    • Generic cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities.
    • You must upload your cover letter in the ‘Resume/Cover Letter’ section of the application.
  • Complete questionnaire. Answer the checkbox-style questions before submitting your application. If you are applying for the Job Rotation option, upload approval from your current supervisor.
• After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.
• If you are a veteran, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.

The Oregon Department of State Lands is committed to seeking and sustaining a culturally, racially, ethnically, and linguistically diverse working environment. The Department hires staff interested in supporting environmental justice by including communities traditionally underrepresented in public processes. We encourage members of these communities to apply, even if they do not meet 100% of the desired attributes. The Oregon Department of State Lands understands that an authentic focus on equity, diversity, and inclusion in the workplace will in turn create a workforce aligned to meet the challenge of serving all Oregonians.

Additional Information:

• This recruitment may be used to fill future positions.
• This position is subject to a fingerprint-based background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.
• For more information about applying for positions with the State of Oregon via Workday, you may visit the Oregon job opportunities website.
• As an employer, DSL complies with Oregon’s pay equity law. Salary offers are made with consideration of the candidate’s education and experience.
• For questions, assistance, or if you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contact tricarico.schwartz@dsl.oregon.gov.

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