Overview
Administrative Coordinator Jobs in Provo, UT at Intermountain Healthcare
Initial Posting Date:
03/11/2024
Application Deadline:
03/25/2024
Agency:
Oregon Liquor & Cannabis Commission
Salary Range:
$3,061 – $4,443
Position Type:
Employee
Position Title:
Office Specialist 2 (Receptionist)
Job Description:
The Oregon Liquor and Cannabis Commission (OLCC) is recruiting for a permanent, full-time Office Specialist 2 (Receptionist) to provide front desk office operations and receptionist duties including answering phones, administering emails, checking and distributing mail, and having day-to-day contact with the public.
Important Notice: Please note that this position’s location will be changing as our headquarters relocates. The new location will be the Portland State Office Building, 800 NE Oregon Street.
Who are we?
The OLCC is the agency responsible for regulating the sale and service of alcoholic beverages in Oregon by administering the state’s Liquor Control Act and regulating the production, processing, and sale of recreational marijuana in Oregon through the Control, Regulation and Taxation of Marijuana and Industrial Hemp Act.
The agency is comprised of three major operational programs; the Distilled Spirits Program, the Recreational 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 distributed more than $600.4 million in the last two years to Oregon’s General Fund, Cities, Counties, and Drug/Alcohol Abuse Programs. This money helps fund essential services such as schools, police, and healthcare for Oregonians.
The Distilled Spirits Program oversees the distribution and sale of distilled spirits in the state. The Distilled Spirits division centrally purchases, warehouses, and distributes distilled spirits to Oregon’s independently operated liquor stores. OLCC’s Public Safety Program licenses and regulates businesses in the alcohol industry such as manufacturers, wholesalers, bars, restaurants, grocery, and convenience stores.
The Recreational Marijuana Program is exclusively authorized to make recreational marijuana available to consumers and licensed businesses through retail marijuana stores. The program also tracks the growing, transporting, processing, and selling of recreational marijuana products. The Public Safety Program is responsible for licensing and regulating the operation of the recreational marijuana industry in Oregon.
The following list represents the general responsibilities of the Receptionist.
Ensures daily front desk coverage. Provides customer services such as: Greeting customers, answering main phone line, and monitoring general email inboxes. Screens and directs inquiries to appropriate staff, answers general questions about the OLCC, transcribes incoming questions and forwards them to the appropriate department email box. Sets up appointments with staff.
Receives and reviews incoming mail (mail room and front drop box) for various departments; date stamps and distributes mail according to various department processes. Maintains the confidentiality of information received and materials encountered during the workday.
Assist with various administrative tasks such as: scanning, printing, copying records and other materials, updates all front desk logs.
Assesses visitors’ requests and responds in a professional and helpful manner to best meets their needs. Includes directing to appropriate division or source and providing basic information about liquor laws and rules, Alcohol Education Program providers and classes, Commission activities, meetings, hearings, policies and procedures, history, reports, etc., or refers the customer to the OLCC website.
Controls building access by ensuring that visitors sign in and identify the purpose of their visit. Issues visitor identification badges if needed to allow access beyond the lobby area. Collects visitor badges when the visit is complete and maintains the badge and visitor log. Supports a safe workplace environment by not allowing hostile or potentially dangerous individuals into the card-locked entry areas and uses proper judgment in determining emergency situations where police, fire, or medical personnel should be contacted.
Schedules meetings for agency departments, including room set-up and necessary equipment.
Maintains various electronic and paper filing systems that include front desk logs, receipt books, and files for customer pickup. Copies, scans, and collates packets of information and distributes to appropriate division.
Maintains employee and department directory.
Accepts payments and maintains the receipt logbook. Forwards payment to Financial Services Division.
Keeps the front reception area clean and safe.
Refers permittees in person, by phone or via email to service/worker permit, licensing or renewals staff to ensure customers obtain timely service.
Develops and revises office front desk manual.
What do you need to qualify? Minimum Qualifications:
Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
An associate degree in any field; OR
An equivalent combination of education and experience.
What we are looking for (Desired Attributes):
Experience providing customer service and providing directions to external inquiries.
Experience managing incoming inquiries and deliverables for parsing and dissemination.
Experience reviewing submitted documents for completeness and preparation for processing.
Experience supporting multiple departments submitting requests for assistance or messaging.
Note: You must clearly describe your experience in each area listed. Failure to provide this information may result in eliminating your application 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 and desired attributes 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.
What’s in it for you?
Medical, vision, and dental insurance.
11 paid holidays per year.
8 hours of vacation leave earned per month, eligible to be used after 6 months of service.
8 hours of sick leave earned per month, eligible to be used as accrued.
24 hours of personal business leave per fiscal year, eligible to be used after 6 months of service.
Pension and retirement programs.
Click
here
to learn more about State of Oregon benefits.
A workplace that fosters fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity.
A healthy work/life balance, with opportunities for hybrid remote work.
How to Apply:
Internal Applicants (Current State of Oregon Employee) – MUST apply through your employee Workday account. Please update your profile with current job history and education. In Workday, click on the Career application link, View Internal-Find Jobs, Find the position and select Apply.
External Applicants – Please visit the
State of Oregon job opportunities webpage
to submit your application for the position.
Workday does not pull your work history from your profile; you MUST list your current work experience on your application for it to be considered. A resume will not substitute for completing the work experience section of your application.
The work history and/or education section of your application must clearly demonstrate how you meet all the minimum qualifications and desired attributes listed above.
Upload and attach your resume in addition to completing your job history and education details in Workday.
Want to Know More? Here’s some additional information:
The salary listed is the non-Public Employee Retirement Systems (PERS) qualifying salary. If the successful candidate is PERS qualifying, the salary 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.
Within three days of hire, all applicants will be required to complete the US Department of Justice Form I-9, confirming authorization to work in the United States. OLCC uses E-Verify to confirm that applicants are authorized to work in the United States.
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.
This position requires a background and security check with fingerprinting to work in areas that handle confidential documents. An adverse background and failed security clearance will result in disqualification.
Helpful Tips:
Be sure to attach a resume. Note: Applicants who don’t attach the required documents or fail to complete the “Work History” section of the application may be automatically disqualified from further consideration. If you are concerned that the requested documents weren’t attached to your application, please email a copy to
[email protected]
. Material will be associated on your behalf if received before the posting deadline.
Allow yourself plenty of time to complete and submit the application process.
Workday will timeout after 20 minutes of inactivity.
This posting closes at 11:59 PM on the close date listed.
Be sure to check both your email and Workday account for updates regarding this recruitment.
Workday performs best in Google Chrome.
Click here for
Resources
and a
Job Support Page
.
Veteran’s Preference:
The OLCC provides veterans’ preference points to all eligible veterans. For privacy reasons, please do not attach veterans’ preference documents when initially applying. You will be sent a Workday “Task” to complete once you have submitted your application. The “Task” will prompt you to provide the appropriate documentation for your Veterans’ Preference point selection. For more information, please go here:
https://www.oregon.gov/jobs/Pages/Veterans.aspx
.
After you apply:
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.
Questions/Need Help?
If you have questions about the recruitment or need assistance, please contact OLCC HR Recruiter, Corie Shelley by email at [email protected].
THE OREGON LIQUOR & CANNABIS COMMISSION IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY
Title: Administrative Coordinator
Company: Intermountain Healthcare
Location: Provo, UT
