Career Opportunities: Special Investigations Unit Administrative Assistant (24310) Requisition ID 24310 - Posted 05/30/2024 - CareOregon - Full Time - Temporary - Portland - Multi Location (17) Job Description Print Preview Candidates hired for remote positions must reside in Oregon, Washington, Utah, Idaho, Arizona, Nevada, Texas, Montana, or Wisconsin. Position Title: Special Investigations Unit Administrative Assistant Department: Audit and Compliance Title of Manager: Title of Manager: Special Investigations Manager Supervises: Supervision: Non-supervisory position Exemption Status: Non-Exempt Requsition #: 24310 Pay and Benefits: Pay and Benefits: Estimated hiring range $51,050 - $61,720 /year, 5% bonus target, full benefits. www.careoregon.org/about-us/careers/benefits. Posting Notes: Posting Notes: This is a fully remote role, but you must reside in one of the listed 9 states. This is a temporary position lasting approximately three months. General Statement of Duties This position provides advanced administrative support and facilitates efficient operations for the assigned department(s) and its senior leaderhip by performing a variety of clerical and administrative tasks. Essential Position Functions The following are common responsibilities, which may vary by department: Draft, produce, and proofread a variety of correspondence, including documents and emails with minimal oversight. Use standard word processing and spreadsheet software to enter and track data, as well as produce documents, spreadsheets, charts and graphs; apply excellent attention to detail. Answer calls and and respond to inquiries, take messages, or route calls accordingly; serve as an advanced resource for department information and operations. Welcome and respond to in-person visitor questions. Compile, organize, and submit expense reports and invoices for payment. Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed. Respond to and resolve administrative inquiries and questions, often involving coordination with other departments. Coordinate and schedule meetings and appointments as needed. Maintain or assist in maintaining calendars for senior leadership with limited or no supervision. Coordinate conference calls and multi-stakeholder meetings, including organizing speakers, material collation, space and catering needs, and travel arrangements for incoming staff and guests as needed. Support complex internal and external committees. Coordinate information for interviews, hiring and the performance review processes.Prepare agendas and schedules for meetings with minimal supervision; collect, prepare, and distribute appropriate materials for meetings. Create or update presentation materials. Record, distribute, and store meeting minutes and other meeting materials. Coordinate travel arrangements and training needs of department staff. Organize and maintain files to assure timely retrieval of information. Locate, assemble, edit and summarize material, information and data as requested. Request and maintain office supplies and coordinate maintenance of office equipment and facilities needs. Establish and maintain effective working relationships with internal and external contacts. Maintain confidentiality of all sensitive information using appropriate discretion and judgment. Essential Department and Organizational Functions Propose and implement process improvements. Meet deadlines for completion of workload. Maintain agreed upon work schedule. Demonstrate cooperation and teamwork. Provide cross-training on specific job responsibilities. Meet identified busin