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State of Oregon · 1 day ago

Front Desk Assistant (Public Service Representative 3)

Salem | GOV | State Library

Full-time

Onsite

Mid Level

$3,608/mo - $4,749/mo

3+ years exp

The State of Oregon's Office of the Governor is seeking a Front Desk Assistant to provide a professional and welcoming presence for visitors while ensuring smooth office operations. This role will involve supporting dignitaries, agency directors, and stakeholders, and requires strong organizational skills and a commitment to public service.

GovernmentRecyclingSustainabilityWaste Management

Responsibilities

Uphold the office mission, values, and ethos; represent the office with professionalism and a cooperative attitude

Support a culture of diversity, equity, and inclusion in all interactions

Open and close the office daily; ensure readiness for business hours

Screen and accompany invited guests following safety protocols; provide a welcoming presence for dignitaries and stakeholders

Open and close the ceremonial office as needed for scheduled meetings

Answer and direct calls from the front desk phone line

Follow safety protocols and exercise judgment in determining appropriate actions, including contacting law enforcement if necessary

Sort, scan, and distribute incoming mail; prepare outgoing mail and packages using USPS, UPS, and other services

Maintain a clean and professional appearance of the lobby, conference rooms, kitchen, and common areas

Review and manage conference room schedules; resolve scheduling conflicts

Coordinate maintenance and repairs for office equipment

Manage office supplies, including ordering and inventory control

Oversee office archiving and ensure compliance with state archival rules and procedures

Serve as safety coordinator during emergencies, guiding staff to designated evacuation sites

Contribute to administrative team projects and directives; follow through on assigned tasks

Perform special projects and other duties as assigned

Review and tag voicemails for follow-up

Upload and process hard copy mail in the constituent database

Prepare and send correspondence, including information packets, certificates, and cards

Elevate constituent inquiries requiring additional casework to senior staff or the Director

Perform other duties as assigned

Qualification

Customer service experienceMicrosoft Office SuiteInterpersonal skillsGovernment operations knowledgeOrganizational skillsDiscretionCommunication skillsAttention to detail

Required

Three years of experience in customer service, public contact, or administrative support roles that involved frequent interaction with the public

OR an Associate's degree in business or public administration, or a related field AND one year of experience in customer service or administrative support

OR any combination of education and experience equivalent to three years of public contact or administrative support work

Strong interpersonal and communication skills; ability to interact professionally with high-level officials and the public

Minimum of three years of experience interacting with and providing support to high-level political figures, elected officials, and media representatives in a professional setting

Demonstrated ability to escort and communicate with professionalism and discretion, maintaining a welcoming and secure environment for dignitaries, agency directors, legislators, and stakeholders

Strong business acumen and understanding of government operations, including its organizational structure and protocols, to serve effectively as the first point of contact for the Governor's Office

Exceptional interpersonal and communication skills, with the ability to manage sensitive situations and maintain confidentiality

Proven organizational skills and attention to detail in managing multiple tasks in a fast-paced environment

Proficiency in Microsoft Office Suite and ability to learn new systems quickly