Management Assistant 2

Initial Posting Date:

09/26/2025

Application Deadline:

10/06/2025

Agency:

Judicial Department

Salary Range:

$4,428 - $6,870

Position Type:

Employee

Position Title:

Management Assistant 2 (Multiple Positions!)

Job Description:

This recruitment will be used to fill multiple positions.

Interviews: Due to the high volume of applications we receive, it may take several weeks after the application deadline for us to schedule interviews.

Who We Are

The Office of the State Court Administrator (OSCA) within the Oregon Judicial Department (OJD) oversees Oregon's statewide, state-funded court system. OSCA promotes efficient, statewide improvement and supports local courts in responding to community and statewide needs.

OSCA’s Court Programs and Innovation (CPI) provides leadership and direction to help advance OJD’s communication, information sharing, policy development and coordination, and to promote strategic decision-making and effectiveness. CPI’s Office of Education, Engagement, and Inclusion (OEEI) serves as the center for judicial and staff education and works to promote and foster an inclusive and just court system that provides fair and respectful court experience for court users, staff, and judges.

OSCA’s new Ombuds Office ensures public trust and confidence in the court system by providing a rule-based standardized process for litigants and others to submit concerns about their experience in a court proceeding. The Ombuds Office reviews and investigates submitted concerns and takes action as needed to resolve concerns.

We welcome all candidates who are inspired by our work and mission. 

Benefits To You

• We pay 95% to 99% of medical insurance premiums for full-time employees, including mental health coverage.

• 10 paid holidays, 2 floating holidays, 3 personal business days, separate sick and vacation paid leaves (prorated for part-time employees), and other employee benefits such as optional insurances and flexible spending plans.

• OJD will pay you a 5% allowance for bilingual skills (includes ASL) if you can pass a skills test and are assigned to use those skills on the job.

• Salary offers are made with consideration of the candidates’ education and experience.

Position Highlights

We are hiring multiple positions in the Management Assistant 2 (MA2) job profile to join our OEEI and Ombuds Office teams.

In this role, you will perform complex, confidential administrative duties. As a first point of contact for customers, you will help the team make a great first impression. You will interact with judges, trial court administrators, court staff, OSCA division staff, state and local agencies, and the public. You will also prepare, review, edit, and finalize communications to internal and external audiences.

You will help the team prepare for training sessions, conference presentations, committee meetings, and work group sessions. You will make travel arrangements, process event registrations, send confirmation emails, create sign-in sheets and name tags, and update presentation materials. You will also take and share meeting minutes, update internal SharePoint sites, and help with calendaring and scheduling. 

You will spend part of your time using Workday, our human resources information system, to approve leave requests on behalf of supervisors and to process recruitment and hiring actions. You will also share training opportunities within Workday Learning.

Our OEEI MA2 will process accounts payable, including reviewing and paying vendor bills, reviewing and correcting travel expense reimbursement requests, and tracking expenditures, budgets, and leave reporting. You will also order office supplies and process mail.

Our Ombuds Office MA2 is an intake specialist. You will receive communications, including questions and complaints, and enter, track, and manage the communications. You will respond verbally and in writing as directed by the program manager.

All assigned duties will be accomplished using established guidelines, procedures, and as directed by the supervisor. Assigned duties may change to accommodate workload and organizational needs. 

Instructions for REQUIRED Cover Letter and Work History/Resume

Your cover letter and work history/resume should demonstrate how you meet the Minimum Qualifications, the Special Qualifications, and the Requested Skills and Attributes, which are listed below.

Cover Letter (REQUIRED)

• Attach your cover letter (not to exceed two pages) in the Resume/Cover Letter section of the application. Your cover letter and filename should include your name.

• In the body of your cover letter, please include responses to all Requested Skills and Attributes listed below.

• Address the cover letter “To the Hiring Manager.”

• Do not use a generic cover letter; please personalize your cover letter for this position. We read every letter.

• Prepare your cover letter before starting your Workday application.

Work History/Resume (REQUIRED)

• Attach your updated resume in the Resume/Cover Letter section of the application. Your resume and filename should include your name.
  
  OR 

• Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume.

Failure to follow these instructions may result in rejection of your application. All application materials will be evaluated for consistency of information, and your letter will be evaluated for grammar, spelling, punctuation, and language use in addition to demonstrated experience.

The application deadline is 11:59 p.m. on the date listed above.

Minimum Qualifications

(These must be evident in your resume or work history.)

The qualified candidates must have a high school diploma or equivalent.
AND
At least five (5) years of secretarial or administrative experience demonstrating the knowledge, skills, and abilities needed for the position.

OR

Any combination of education and experience equivalent to five (5) years of experience that typically supports the knowledge, skills, and abilities for the position.
 

Special Qualifications

(These must be verifiable.)

None.

Requested Skills and Attributes

(These must be addressed in your cover letter.)

• Experience performing a variety of clerical or administrative support tasks with strict, and often competing, deadlines in a fast-paced business or professional setting.

• Experience and proficiency with Microsoft applications including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Experience using Workday in a specialized role, or using a similar human resources information system.

• Experience providing customer service to customers who may be upset and facing challenging circumstances, highly stressful situations, or trauma.

• Experience interacting with customers via phone to determine how best to provide service is preferred.

• Experience and skill in writing and in reviewing documents for accuracy and content.

• For the OEEI MA2, experience processing accounts receivable and accounts payable is preferred.

• For the Ombuds Office MA2, an educational background in behavioral health or a background working in behavioral health settings is preferred.

Working Conditions

• These are full-time positions, and the work schedule is currently 8:00 a.m. to 5:00 p.m. Monday through Friday. These positions are eligible for overtime compensation for hours worked in excess of 40 per workweek.

• Occasional overtime may be necessary as workload and deadlines require.

• Travel may be required for larger conferences to help set up and to staff the registration table.

• In-person work is performed either in Salem or downtown Portland. Hybrid work may be available for these positions. All hybrid work assignments begin, end, or change only with administrative authority approval. In-person meetings and in-person attendance for training sessions and other office events may be required, regardless of any prior approved and scheduled remote workdays.

• These positions require excellent verbal and written communication skills, the ability to be patient and kind in all communications, excellent teamwork, and the ability to manage large volumes of information arriving from various sources.

• Frequent phone and in-person contact with people from diverse backgrounds.

• Occasional phone and in-person contact with people who may be facing challenging life circumstances, highly stressful situations, or trauma.

• Long periods of sitting or standing while working at a computer.

• Must be able to lift up to 30 pounds of training materials and other equipment as needed for events.

• Must use and be familiar, experienced, and comfortable with using a full array of current technology tools and office software programs for accessing and doing work and research, and for communications on and off the worksite. Regular use of the following equipment: telephone, OJD-assigned computer with multiple monitors, calculator, fax machine, photocopier, overhead projector, and other AV/multimedia presentation equipment.

ADDITIONAL INFORMATION
Criminal Background Check
You will be subject to a criminal background check if you are a finalist. Adverse results are evaluated on a case-by-case basis and may result in disqualification if the circumstances are directly related to the duties and responsibilities of the position.

Reference Checks

By submitting your application to OJD, you consent to reference checks about your qualifications, your workplace performance, and your work product.

United States Employment Eligibility
OJD does not offer visa sponsorships. Within three days of hire, you will be required to complete the U.S. Department of Homeland Security's I-9 form confirming authorization to work in the United States. OJD will use E-Verify to confirm that you are authorized to work in the United States.

Future Vacancies
Apply now if you are interested in this or future vacancies. This job announcement may be used to fill future vacancies in this class of work.

Veterans’ Preference
Eligible veterans who meet the qualifications will be given preference in the recruitment process. To receive preference, veterans must attach the appropriate documentation after they receive an email in their Workday inbox requesting the information to verify eligibility. The action item, asking veterans to attach their documentation, will arrive after they have submitted their initial application materials. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources.

Conduct Expectations
Because of OJD's role in providing justice and upholding the rule of law, employees of the department are required to meet the highest standards of professional conduct and ethics while on the job, and also to maintain those same high standards when taking actions in their personal lives that could reflect on the department. As an employee, you will be expected to preserve the confidentiality of information received in the course of OJD employment.

Pay Equity
As an employer, OJD complies with Oregon’s pay equity law. Salary offers are made with consideration of the candidate’s education and experience. For more information on pay equity, click here.

Employee Benefits
Click here to access information specific to OJD employee benefits.

Public Service Loan Forgiveness

OJD is an eligible employer for the Public Service Loan Forgiveness program. To learn more about this program, and how to qualify, please click here.

Questions and Support

• If you require an alternate format to complete the application process, call 503-986-5930, or TTY: Oregon Relay Service 711 for the hearing impaired. Be prepared to describe the alternate format needed.

• Workday related information and resources are available here.

• For questions about a specific OJD job posting, call 503-986-5930 or email [email protected].

The Oregon Judicial Department embraces equal opportunity and affirmative action. We are committed to building a diverse team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.