Trust Property Support Specialist; Administrative Specialist

Overview

Job Title: Trust Property Support Specialist (Administrative Specialist)

Agency: Oregon State Treasury

Job Description: Oregon State Treasury is recruiting for the position of Trust Property Support Specialist. This position provides administrative and program support for the Trust Property Division of Oregon State Treasury.

• Administrative Support
  • Provides support to the Trust Property Director; maintains calendar by scheduling appointments, meetings and travel; assists with managing correspondence.
  • Participates in meetings, prepares written summaries, and follows up on tasks.
  • Assists in the development of Trust Property budget; compiles expenditure information.
  • Assists in the preparation of legislative concept documents and tracks relevant bills.
  • Supports the administrative rule development and revision for Trust Property rules.
  • Processes purchasing transactions for travel, training and other program expenses.
  • Properly codes and processes invoices according to agency workflows and approval steps.
• Research and Analysis
  • Conducts a variety of research activities for Trust Property programs, summarizes findings into reports and formal presentations, and presents findings to management.
  • Accesses available program data and analyzes key metrics on work activities and trends.
  • Facilitates performance reporting for Trust Property Division.
• Supporting Communication
  • Acts as communications link between the Trust Property Director and other constituents.
  • Answers internal and external inquiries for information about the program.
  • Completes national surveys and compiles information requested by other states.
  • Composes and prepares correspondence for administrative signature.
  • Ensures the program's website and communication materials are current.
• Policies and Procedures Support
  • Assists the administrative superior in analyzing program processes and researching information to formulate and implement agency policies and procedures.
  • Helps staff revise manuals to ensure strong controls over property.
• Records Management
  • Oversees the records management policy implementation for Trust Property.
  • Schedules and observes the proper disposition and destruction of records.
  • Maintains written control of materials received, routed, assigned, or disposed.
  • Coordinates public records requests and helps communicate with requesters to fulfill requests timely and in accordance with rules.
  • Stays current on changes related to public records and meetings.
• Outreach and Education Coordination
  • Assists Trust Property team in scheduling, planning, and preparing for outreach activities.
  • Schedules holder training seminars by managing locations, invitee lists, logistics, and materials; coordinates follow-up with attendees.
  • Coordinates partnerships with governmental agencies and public sector organizations to promote awareness of unclaimed property and estates.
  • Helps prepare and implement public awareness campaigns and activities to promote unclaimed property compliance, unclaimed property claims, and reports of intestate deaths.
  • Supports the Trust Property outreach Coordinator with press releases, interviews, public relations and advertising efforts.
  • Develops presentation materials as directed; prepares content for state and national social media campaigns.
• Work Schedule
  • This position has a hybrid (remote and in-office) schedule; in-office work will be predominately from Treasury's Salem office.
  • Two days in office in Salem every week; one additional day in office for team meetings every month; additional days for large meetings, in-person training, team building or peak division time as directed.
  • During initial training, employees are expected to be in the office more frequently to support onboarding and collaboration.

Salary Range: $50,484 - $70,104 annually.

Job Classification: Administrative Specialist 2; SEIU represented position.

• Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• An equivalent combination of education and experience.

• Experience providing administrative support to a department or division.
• Experience maintaining calendars, scheduling appointments and meetings, and arranging travel in the work capacity of an administrative or executive assistant.
• Experience coding and processing invoices.
• Experience writing meeting summaries.
• Experience maintaining and organizing electronic and paper records.
• Ability to analyze information and prepare written summaries.
• Proficiency in Excel, Word, PowerPoint, and Outlook.
• Experience handling sensitive or confidential information; excellent…