General Counsel Receptionist (Office Specialist 1) - Portland

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Job Description:

The Oregon Department of Justice is seeking to hire an administrative professional to join the General Counsel Division as an Office Specialist 1 in our Portland office. The General Counsel Division provides a broad range of legal services to state agencies, boards, and commissions. The Division provides the day-to-day legal advice necessary for operation of the state. There are approximately 130 attorneys and 40 support staff in the Division offices.

If selected, you will perform reception duties, maintain cases in the Case Management System and perform clerical duties. These duties are critical within the program for effective internal communications.

Job Duties (in part)

Due to the nature of this position, the required work hours are to be worked onsite in Portland, Oregon from 8a.m. – 5p.m., Monday through Friday, with an hour scheduled for lunch (this position is not eligible for remote work).

• Answer phones and direct calls appropriately.

• Operate fax machine, photocopies, and scanning as needed.  Route miscellaneous items as appropriate. 

• Assist with miscellaneous filing, including pulling files/boxes from storage facilities as needed. 

• Schedule conference rooms. 

• Inventory and maintain supply room

• Open mail properly stamping, scanning, and emailing; assist with mailings out documents. 

• Assembling exhibit binders for staff.

• Enter data on PC based Case Management System for files opened and closed, update data as events occur, and close files. 

• Produce file labels and assemble physical files. 

• Update legal manuals, rule books and legislative bills by inserting new pages and removing outdated pages. 

• Type basic cover letters and/or memos as directed.

• Run errands as needed. 

• Other special duties as assigned by Management Assistant or staff in the office.

Working Conditions

Typical work schedule of 8 am to 5 pm in an open office environment with noise from ringing telephones, walk-in traffic with sometimes hostile and angry people, phone conversations, printers, and other office equipment.  Must be able to concurrently handle multiple tasks with limited supervision.  Must be able to work under heavy pressure to meet deadlines with short notice.  Must be able to exercise confidentiality and work well with a team and individually.  This position is physically demanding and requires daily lifting and bending.  Must be able to lift up to 50 pounds.

Required Experience

Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply, and allow us to evaluate the knowledge, skills and abilities that you demonstrate, using an intentional equity lens.

• One year of general clerical experience that includes keyboarding, word processing, or other experience generating documents.

OR

• An equivalent combination of experience and college coursework or training in a general office occupation.

AND

• Have and maintain a valid driver’s license.

Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)

Desired Skills, Experiences, and Attributes

• Attention to detail.

• Ability to work independently and as a team.

• Experience must include proficiency in word processing software.

• Strong organization skills with the ability to shift priorities quickly.

• Professional-level verbal and written communication skills.

• Good problem-solving skills and information gathering techniques.

• Experience maintaining confidentiality with sensitive case information.

• Must be able to read and interpret various computer program screens.

What’s In It For You

• Job satisfaction as part of a team whose mission is to serve Oregon's public and government agencies.

• Permanent, full-time employment.

• Vacation, sick leave, 11 paid holidays a year, and special days off. 

• Excellent medical, vision, and dental.

• Pension and retirement programs.

• Endless peer and management support, and representation by the Service Employees International Union (SEIU).

• Opportunity to expand your professional skills.

For more information about our benefits, you can learn here.

Application Process

Candidates from diverse backgrounds are encouraged to apply.  The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age or disability, and is committed to workplace diversity.

• Click "Apply" and complete the online application and all supplemental questions.

• Attach your resume.

• Attach a cover letter identifying your attributes that meet the desired and requested skills.

ALL APPLICANTS: You will only have one opportunity to upload the required resume and cover letter. Drag and drop both your resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both requested documents didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact doj.recruitment@doj.oregon.gov. Any materials emailed will be associated on your behalf if received before the posting deadline.

CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply", update your employee profile to reflect your Education, Skills, and Job History (including your current job).

For additional information regarding working for the Department of Justice and application assistance, click HERE.

Oregon Department of Justice
1162 Court St NE
Salem, OR 97301
DOJ.recruitment@doj.oregon.gov 

Phone: (503) 947-4328
Fax: (503) 373-0367