Administrative Specialist 2 (Administrative Assistant) Job at Oregon Liquor & Cannabis Commission
Initial Posting Date:
12/30/2022
Application Deadline:
01/10/2023
Agency:
Oregon Liquor & Cannabis Commission
Salary Range:
$3,396 - $5,145
Position Type:
Employee
Position Title:
Administrative Specialist 2 (Administrative Assistant)
Job Description:
The Oregon Liquor & Cannabis Commission (OLCC) is recruiting for an Administrative Assistant to the Director of Licensing in our Licensing Division located at 9079 SE McLoughlin Blvd., Portland, OR.
The Administrative Assistant to the Director of Licensing provides support for the Licensing Director and the Licensing Division. Researches and provides statistical data for the division. Establishes training programs to ensure the processing of licensing alcohol businesses is timely, accurate and meets the needs of the agency and its partners. Identifies the needs and initiates/implements improvements and corrections to procedures. Informs and collaborates with management about policy issues.
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 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 also regulates the production, processing and sale of medical products sold to Oregon Medical Marijuana Program (OMMP) cardholders in OLCC licensed marijuana retail shops.
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. There was more than $625 million in revenue generated for state, county and city programs from 2020-22.
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. There was more than $625 million in revenue generated for state, county and city programs from 2020-22.
What are some of the supporting duties?
- Provides coordination support to Licensing Director, Alcohol Licensing Manager and Marijuana Licensing Manager for internal and external trainings or informational sessions, including creation of training materials, determining training needs, and delivering training material.
- Reviews and responds to general questions from internal and external stakeholders regarding Liquor and Marijuana Licensing. Reviews, responds, and routes emails, phone calls, and information requests as needed. Provides and manages important information as a resource for the Director of Licensing regarding Licensing Division needs and concerns. Creates, modifies, and maintains forms and instructional materials needed for applicants.
- Coordinates, schedules, and participates in agency licensing meetings, work groups, and committees at the discretion of the Director of Licensing. Reviews and publishes minutes for meetings. Provides administrative support to the Director of Licensing in preparation of training/guidance materials, coordination of training, ordering supplies and coordinating calendars.
- Gathers statistics and conducts studies related to division operations. Evaluates information and interprets technical laws and rules. Analyzes impacts to operating procedures, relationships with stakeholder groups, etc. Prepares report including analysis of subject matter and recommended course of action. Implements recommendations approved by management.
- Monitors Liquor and Marijuana program activities for compliance with statutorily required key performance measures (KPMs) by collecting and analyzing statistics and existing data. Reports inconsistencies to Manager, Division Director, and sends staff communication as needed.
What do you need to qualify? Minimum Qualifications:
Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
An equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of the experience.
What we are looking for (Desired Attributes):
- Basic knowledge of research techniques sufficient to collect, analyze, interpret and report data in both a narrative and statistical format.
- Skill in interpreting laws, rules, policies and procedures and applying interpretations to specific situations.
- Skill in performing technical or administrative support functions requiring independent judgment, decision making and problem resolution.
- Skill in communicating orally to explain decisions, services, or programs, or resolve problems through negotiation.
- Skill in making independent judgments and decisions in the application and explanation of laws and rules or policies and procedures.
- Skill in composing written communications such as responses to inquiries, narrative reports, instructional materials, etc.
- Ability to learn and work within specific agency programs or operations, policies and procedures affecting assigned work.
- Ability to assist management in the development of short and long range goals and objectives.
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 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.
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 web-page 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. Your resume will not substitute for completing the work experience section of your application.
- Upload and attach your resume and cover letter in addition to completing your job history and education details in Workday. Cover letters can be attached in the same space as the resume.
Want to Know More? Here’s some additional information:
- Telework: After an initial training period, this position is eligible for a flexible hybrid remote work schedule. The position is based at our Portland office and you will be required to come into the office on an as-needed basis. Telework is evaluated periodically to ensure business needs are being met and can be adjusted at any time. Please visit the state’s
Work Reimagedwebsite for more information.
- The salary listed is the Public Employee Retirement Systems (PERS) qualifying base salary range of an Administrative Specialist 2 (AL-0108-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.
Helpful Tips:
- Remember, your application materials must clearly describe how you meet the minimum qualifications through your prior experience or education.
- Be sure to attach a resume and cover letter. 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 didn't attach to your application, please email a copy to corie.shelley@oregon.gov before the posting closes.
- 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
Resourcesand aJob 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:
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
.
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
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