Front Desk Assistant; Public Service Representative

Position: Front Desk Assistant (Public Service Representative 3)
The
** Front Desk Assistant
** serves as a key member of the
** Governor’s Office team**, providing a professional, welcoming presence for visitors and ensuring smooth office operations. This role is essential in representing the Governor’s Office with courtesy and efficiency, supporting dignitaries, agency directors, legislators, and stakeholders. The position requires strong organizational skills, discretion, and a commitment to the State of Oregon’s values of integrity, equity, and public service.
** Duties and Responsibilities****:
*** Uphold the office mission, values, and ethos; represent the office with professionalism and a cooperative attitude.
* Support a culture of diversity, equity, and inclusion in all interactions.
* Open and close the office daily; ensure readiness for business hours.
* Screen and accompany invited guests following safety protocols; provide a welcoming presence for dignitaries and stakeholders.
* Open and close the ceremonial office as needed for scheduled meetings.
* Answer and direct calls from the front desk phone line.
* Follow safety protocols and exercise judgment in determining appropriate actions, including contacting law enforcement if necessary.
* Sort, scan, and distribute incoming mail; prepare outgoing mail and packages using USPS, UPS, and other services.
* Maintain a clean and professional appearance of the lobby, conference rooms, kitchen, and common areas.
* Review and manage conference room schedules; resolve scheduling conflicts.
* Coordinate maintenance and repairs for office equipment.
* Manage office supplies, including ordering and inventory control.
* Oversee office archiving and ensure compliance with state archival rules and procedures.
* Serve as safety coordinator during emergencies, guiding staff to designated evacuation sites.
* Contribute to administrative team projects and directives; follow through on assigned tasks.
* Perform special projects and other duties as assigned.
* Review and tag voicemails for follow-up.
* Upload and process hard copy mail in the constituent database.
* Prepare and send correspondence, including information packets, certificates, and cards.
* Elevate constituent inquiries requiring additional casework to senior staff or the Director.
* Perform other duties as assigned.
* Three years of experience in customer service, public contact, or administrative support roles that involved frequent interaction with the public.
* OR an Associate’s degree in business or public administration, or a related field AND one year of experience in customer service or administrative support.
* OR any combination of education and experience equivalent to three years of public contact or administrative support work.
* Strong interpersonal and communication skills; ability to interact professionally with high-level officials and the public.
* Minimum of three years of experience interacting with and providing support to high-level political figures, elected officials, and media representatives in a professional setting.
* Demonstrated ability to escort and communicate with professionalism and discretion, maintaining a welcoming and secure environment for dignitaries, agency directors, legislators, and stakeholders.
* Strong business acumen and understanding of government operations, including its organizational structure and protocols, to serve effectively as the first point of contact for the Governor’s Office.
* Exceptional interpersonal and communication skills, with the ability to manage sensitive situations and maintain confidentiality.
* Proven organizational skills and attention to detail in managing multiple tasks in a fast-paced environment.
* Proficiency in Microsoft Office Suite and ability to learn new systems quickly.
* Experience in a government or public-facing environment preferred.
** For a full review of the position duties, details, and working conditions, please click*
* ** here.
*** Visit the  to submit your application. Please ensure the work history in your applicant profile is up to date and attach a current copy of your cover letter and resume.  If you are a current State of Oregon employee, you must apply through your employee  account.
* This announcement is for 1, full-time, executive services, exempt, (Classification: Public Services
3) position and may be used to fill future vacancies.
* Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline. If you have questions about the announcement, or need an alternate format to apply, please contact the Recruiter, John Paschal at:
John.

L.Paschalgon.gov | .
* Eligible veterans who meet the qualifications will be given veterans' preference. For more information, please visit .
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