Administrative Specialist 1 (Administrative Assistant)
confidential Posted on 2022-11-18
| Salary | $3,020 – $4,462 a month |
|---|---|
| Location | Medford, OR 97504 |
| Type | Full-time |
Job Description
Initial Posting Date:
11/17/2022
Application Deadline:
11/29/2022
Agency:
Oregon Liquor & Cannabis Commission
Salary Range:
$3,020 – $4,462
Position Type:
Employee
Position Title:
Administrative Specialist 1 (Administrative Assistant)
Job Description:
The Oregon Liquor & Cannabis Commission (OLCC) is looking to fill one Administrative Specialist 1 (Administrative Assistant) position in our Medford Regional Office located at 855 Medford Center Drive, Medford, Oregon.
We are posting this as an internal and external recruitment opportunity. Individuals who currently work for the OLCC will be given preference during the application process.
Who are we?
The OLCC is the agency responsible for regulating the sale and service of alcoholic beverages, the production and sale of recreational marijuana, the tracking of Oregon Health Authority medical marijuana, and the tracking of industrial hemp products sold in OLCC retail stores. The agency is comprised of three major operational programs; the Distilled Spirits Program, the Marijuana Program, and the Public Safety Program. All three programs are supported by the Administration, Financial Services, and Support Services divisions. Revenue generated from these programs helps support state and local government programs. The OLCC’s Public Safety Program licenses and regulates businesses in the alcohol and marijuana industry such as manufacturers, bars, restaurants, retail outlets, grocery and convenience stores.
What will you do?
This position acts as the primary office support and communication hub for the Public Safety Division by collecting, dispensing and recording information to and from inspectors and reporting that information in various spreadsheets and databases. This position involves the primary office support and positive and effective communications between the Public Safety Division, Law Enforcement, other agency divisions, and the public.
Here are some of the essential duties you will perform:
Receive incoming phone calls as a backup for regional investigators, inspectors and manager. Make appropriate responses to inquiries from the general public, local government agencies, special interest groups, other field offices and headquarters.
Use and continue training on a personal computer and other office machines and equipment. Use the personal computer for information retrieval, developing forms and graphs and typing various correspondences, reports, agendas, special projects and other documents generated by inspectors, investigators and the regional manager. Maintain the regional file system.
Attend and participate in regional meetings. Take notes, compose, edit, type, photocopy and distribute meeting minutes as assigned. Collect, review and distribute incoming mail. Transmit outgoing mail and other communications in the most cost effective and timely manner. Prepare and review accuracy of daily cash transmittal report, and assure control in transmitting funds from regional office to headquarters. Scan compliance, investigative and other miscellaneous copying assigned by the investigators, inspectors or manager and transmit to the appropriate source.
Respond to inquiries from public, industry and agency personnel, either by telephone, corresponding or in-person contact. Provide information, forms or interpretation as needed or direct to appropriate personnel.
Review police reports on DUII arrests, assess for applicable criteria for entry in the DUII Program, evaluate for necessary information and follow up with reporting department to obtain missing information, enter accurate computer input, determine appropriate correspondence and send letters to licensees.
Receive complaints of liquor law violations and enter into case management system the « Intake » portion of compliance reports, including referrals from other law enforcement agencies.
Receive and forward new and renewal liquor license applications as determined by management. Forward marijuana and liquor licensing questions as determined by management.
Process and approve routine special event applications. Determine need/suitability or qualification of routine special event licenses. Distribute special event license application forms, verify liquor liability insurance and instruct applicants in the proper completion of forms, including correct fees and time lines. Review, approve and issue routine special event licenses and instruct applicants in the laws and rules. Determine and collect appropriate fees, process and account for fees.
Provide technical assistance and training to staff when requested on the use of computer programs and office procedures. Maintain the regional file systems and regularly review for improvement and increased efficiency. Apply state archives records retention guidelines and evaluate file material for purging.
Assess need for regional office supplies and reorder needed supplies on a regular basis to maintain adequate inventory. Evaluate need for, and schedule maintenance of, office equipment and machines. Obtain purchase orders for repairs as needed and replacement after receiving approval for new equipment. Schedule meeting rooms and other facilities as requested. Assist regional manager with development, implementation and follow-through of special projects. Pickup/Deliver Cash Deposits, Reports, and other Documents as needed.
What do you need to qualify?
Three years of clerical/secretarial experience that included:
Two years at a full performance level performing typing, word processing, or other generation of documents AND
Lead work responsibility or coordination of office procedures.
Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.
No substitution will be made for the two years at the full performance level.
How to Apply:
- Internal Applicants (Current State of Oregon Employee) –Apply through your employeeWorkday
account. In the Worklet, Click on the Career application link, View Internal-Find Jobs, Find the position and select Apply.
- External Applicants: Please visit theState of Oregon job opportunities web-page
to submit your application for the position
- All Applicants: Attach a resume
- All Applicants: Attach college transcripts when needed to show qualifications
- Note: If you don’t attach the required documents or complete the work experience portion of in your Workday profile, your application will be automatically disqualified from further consideration.
How are candidates selected?
The selection process consists of a review of your application and an evaluation of your education, experience, training, and overall professionalism of your application materials. Candidates that follow the application directions, submit what is required and provide us with credentials that showcase their skills and how they meet the minimum qualifications will be invited to an interview. Resumes will not replace the completed job history experience in Workday. We will only review documents that are requested. Because details are really important to us, your application materials will be evaluated for grammar, spelling and punctuation.
Want to Know More? Here’s some additional information:
- The salary listed is the Public Employee Retirement Systems (PERS) qualifying base salary range of a Administrative Specialist 1 (AL-C0107-AA). If the successful candidate is PERS qualifying, the salary range will reflect the 6.95% increase.
- This position will be represented by the American Federation of State, County & Municipal Employees Union, Local 2505
- This position serves a six month trial service period
- Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.
- Driving: The person in this position may drive a State of Oregon vehicle. We require drivers to hold a current, valid driver’s license and maintain a good driving record in order to drive.
- Background: OLCC will conduct a personal background investigation prior to hiring. This includes a computerized criminal history check, fingerprinting and CJIS Clearance approval by the Oregon State Police. Adverse background and security check results may be grounds for disqualification.
What we offer:
- A competitive benefits package
- Paid sick and vacation leave, personal leave and eleven paid holidays per year.
- Part of a small-medium state agency where you can get to know your co-workers
- A workplace that fosters fairness, equity and inclusion to maintain a workplace environment where everyone is treated with respect and dignity.
Helpful Tips:
- Be sure to attach a resume
- Allow yourself plenty of time to complete and submit the application & resume. Please be sure you complete your online Workday application
- Workday will timeout after 20 minutes of inactivity
- This posting closes at 11:59 PM on the close date listed
- Workday performs best in Google Chrome
- Log in to your Workday account before the job announcement closes to see if you have any pending tasks or actions, and make sure to complete these tasks or actions before the job announcement closes. These can be found under the “My Applications” section.
- Be sure to check both your email and Workday account for updates regarding this recruitment.
- You will only have one opportunity to upload the required resume. Drag and drop both resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both required documents didn »t attach to your application, please email a copy to recruiter. Unfortunately we will not be able to upload resumes after the recruitment period closes.
Veteran »s Preference:
OLCC provides veterans preference points to all eligible veterans. For more information, please go here:
OLCC provides veterans preference points to all eligible veterans. For more information, please go here:
https://www.oregon.gov/jobs/Pages/Veterans.aspx
. For privacy reasons, please do not attach veterans’ preference documents when initially applying. You will be asked to submit those once you’ve submitted your application via a pop-up with a veterans’ preference questionnaire. Please check your workday account email regularly for notices to send documents.
Questions/Need Help?
If you have questions about the recruitment or need assistance, please contact OLCC HR Recruiter, Corie Shelley by email at Corie.Shelley@oregon.gov.
THE OREGON LIQUOR & CANNABIS COMMISSION IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY
Company description:
confidential
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