Overview
Job File Coordinator/Admin Jobs in Portland, OR at SERVPRO of Southwest Portland
Description
In addition to the base salary listed above, employees assigned to a permanent duty station in King County will receive 5% premium pay added to their base salary.
The Opportunity:
The Washington State Criminal Justice Training Commission (WSCJTC) is seeking a confident administrative professional with excellent communication and strong supervisory skills to serve as an Administrative Assistant 4 with the Advanced Training Division (ATD). This position plays a vital role in supporting ATD and ensuring its smooth and efficient operation. The primary responsibility includes supervising assigned Program Specialist 2 staff, ensuring they receive the necessary training and resources to manage their assigned program effectively. Additionally, this role provides critical support to the division through project coordination and tracking, travel arrangements, and purchasing needs. These administrative duties are essential in serving WSCJTC staff and stakeholders who rely on the division’s services. If this work sounds fulfilling to you and you meet the requirements listed below, we encourage you to apply!
The WSCJTC offers outstanding medical and dental benefits, a choice of state retirement programs including a defined benefit pension plan, and advancement opportunities.
At the WSCJTC, we value the importance of creating an environment in which all employees feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds, and perspectives while fostering growth and advancement in the workplace.
Duties
Duties Include (but are not limited to):
Supervise all Program Specialist 2s assigned to ATD, including planning, leading, organizing, and overseeing their work through training, advising, and mentoring.
Collaborate with program managers to assess program needs, delegate tasks efficiently, and provide proactive support for managers.
Complete yearly Performance and Development Plan (PDP) evaluations and maintain supervisory files on each employee to evaluate performance accurately.
Coordinate projects by overseeing the division’s long-term calendar, monitor progress toward a goal, and set/update timelines as they relate to reporting structures.
Oversee the division’s webpage and online content.
Serve as the point of contact for schedule meetings, classes, projects, and other assignments.
Monitor and prepare data for inclusion in reports, statistical analysis, and financial requests.
Review and update the division’s Standard Operating Procedures (SOP) for efficiency, accuracy, and best practice.
Arrange travel accommodations, review and submit travel requests, track assigned invoices, and supervise the execution of archiving paper and electronic files to meet agency policies and state law.
Serve on hiring panels for administrative positions throughout the agency as needed.
Qualifications
Required Qualifications/Experience:
At least four (4) years of progressively responsible experience in professional office, clerical, or general administrative work. Formal education may substitute year for year for experience.
At least two (2) years of lead worker, supervisory, or managerial experience.
Demonstrate positive interpersonal and customer service skills to courteously deal with and to establish and maintain effective working relationships with Commissioners, co-workers, stakeholders, and the public.
Ability to work in a busy environment, with constant interruptions and distractions. Ability to multi-task, adapt to changing priorities, and meet set deadlines.
Strong organizational and analytic skills with strong attention to detail required.
Initiative to take action and be self-motivated. Ability to make independent decisions using sound judgement and completes tasks independently with minimal supervision.
Ability to communicate in a professional manner, both orally and in writing. Must understand and follow oral and written instructions.
Must be able to learn agency operating procedures and must be able to interpret, apply and explain all applicable rules and regulations.
Ability to maintain confidentiality of restricted or private information and records. Effectively handle sensitive matters.
Preferred/Desired Qualifications:
Bachelor’s degree in business administration, public administration, or a closely allied field. (Degree must be obtained from an accredited college or university whose accreditation is recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA), or foreign equivalent.)
Must be professional, personable, and exercise good judgement when dealing with customers, clients, and executives.
Must possess excellent verbal, written, presentation, and interpersonal skills essential for strong decision making and problem solving.
Must be able to maintain confidential information, multi-task, be highly organized, have strong problem-solving skills, work independently, and show initiative.
Must have PC Microsoft Office Suite skills.
Supplemental Information
How to Apply:
Applications for this recruitment will be accepted electronically through NeoGov. Simply click the green “Apply” button in the upper right-hand corner to get started.
Please attach the following to your online application:
A chronological Resume outlining your experience to date.
A Letter of Interest detailing your qualifications, and why you believe you are the best person for this role, and
A minimum of three (3) professional references who can attest to your work performance, technical skills, knowledge base, and job-related competencies.
We are looking for evidence in your application materials that you have the experience, skills, and abilities indicated in this job posting. Qualified applicants whose responses most closely match the requirements of this position may be invited to an interview. Carefully review your application before submitting. All information may be verified, and documentation may be required.
The initial screening will be solely based on the contents and completeness of the application materials submitted.
Veteran’s Preference
Applicants who meet the required qualifications for the position and wish to claim Veteran’s Preference MUST attach a copy of their DD214, or other verification of military service. Please blackout any personally identifiable data such as social security numbers. For additional information on Veteran’s Preference and guidance on how to determine if you are eligible, click here.
We thank you and are grateful for your service!
Contact Us:
If you have questions, contact Human Resources at [email protected].
WSCJTC is an equal opportunity employer. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, and people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the listed recruiter. WSCJTC does not use the E-Verify system. For more information, please visit https://www.uscis.gov/.
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Title: Job File Coordinator/Admin
Company: SERVPRO of Southwest Portland
Location: Portland, OR
