Administrative Specialist Administrative Assistant

Full job description Initial Posting Date:
04/08/2024 Application Deadline:
04/28/2024 Agency:
Oregon Liquor & Cannabis Commission Salary Range:
$3,476 - $4,752 Position Type:
Employee Position Title:
Administrative Specialist 1 (Administrative Assistant) Medford Job Description:
The Oregon Liquor and Cannabis Commission (OLCC) is recruiting for a permanent, full-time Administrative Specialist 1 (Administrative Assistant) to act as the primary office support and communication hub for the Public Safety Division, Medford regional office by collecting, dispensing, and recording information to and from inspectors and reporting that information in various spreadsheets and databases. This position involves primary office support and positive, effective communications between the Public Safety Division, Law Enforcement, other agency divisions, and the public.
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 Administrative Assistant.
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 the 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 and marijuana 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 timelines. 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 the 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.
Receive incoming phone calls as a backup for regional investigators, inspectors, and managers. 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. Pickup/Deliver Cash Deposits, Reports, and other Documents as needed.
Scan compliance, investigative and other miscellaneous copying assigned by the investigators, inspectors or manager and transmit to the appropriate source.
What do you need to qualify? Minimum Qualifications:
Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR
An associate degree in general office occupations AND one year of experience with records processing, generating documents, and gathering and sorting data; OR
An equivalent combination of education and experience.
What we are looking for (Desired Attributes):
Great organizational skills and techniques
Developed ability to multi-task assignments and responsibilities.
Experience in a customer service role with strong communication skills, both written and verbal
Familiarity with software outside of the Microsoft and Adobe suites (to show applicable ability to learn/work with our various internal programs).
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.
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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
. 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.
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. 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: .
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 .

THE OREGON LIQUOR & CANNABIS COMMISSION IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY