Front Desk Representative - (Public Service Representative 2)

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Public Service Representative 2

FT/Perm

Office of Administrative Services

Salem, Oregon

REQ -205315

Come for a job. | Stay for a career. | Make a difference…  for a lifetime!

Do you excel at welcoming visitors and managing incoming calls with poise and accuracy? Then look no further! Join the Higher Education Coordinating Commission’s Office of Administrative Services as a Public Service Representative 2.

This is a full-time, permanent position headquartered at HECC’s Salem Office and is represented by SEIU. This position will report to the office on a daily basis.

Why Join Us

The Oregon Higher Education Coordinating Commission (HECC) envisions a future where all people benefit from the economic, civic, and cultural impact of high-quality postsecondary education, training, and workforce development. Come work with a team that values equity, collaboration and empathy within beautiful Salem, Oregon!

Our amazing benefits include:

• Competitive medical, vision and dental benefits package for the employee and qualified family members.

• Opportunity to participate in a deferred compensation savings program.

• A fabulous retirement program.  Click here to visit our full benefits website.

• Work-life balance!

• 11 paid holidays per year.

• 3 additional paid "Personal Business Days" per year.

• 8 hours of sick leave accumulated every month.

• Progressive vacation leave accrual, starting at 8 hours per month, with increases every 5 years.

• Hybrid remote work options

What You Will Be Doing

You will welcome visitors to the HECC Office, answer in-coming calls, and provide exceptional customer service to all customers, visitors, and staff.

The Work at a Glance

• Greet walk-in customers by answering questions, providing available resources and directing to appropriate staff or conference rooms.

• Answer incoming calls, answer basic questions about agency services, relay calls to appropriate HECC staff for more complex questions.

• Evaluate customer needs, provide relevant information, and direct customers to correct contacts and/or research to ensure customers are directed to appropriate resources.

• De-escalate confrontational customers or call for assistance.

• Maintain the front desk area by ensuring resource materials are well stocked, area is free from clutter and debris. 

• Coordinate and approve scheduling for conference rooms and HECC’s Prius and motor pool resources by ensuring calendars are up to date and reserved appropriately.

• Maintain and facilitate access badge system for visitors, contractors, and staff.  Ensure temporary badges are returned and accounted for, request deactivation when not returned or accounted for.

• Assist with miscellaneous clerical work including (but not limited to): physical and digital file management, preparation of material to-be-mailed, copying documents, et al.

• Pick up and process mail and log payments received on a daily basis.  Deliver mail and payments to appropriate staff.

• Maintain the front desk message monitor.

• Daily review, response, or redirection of agency’s general inquiry email.

For a complete list of duties and working conditions, please contact the recruiter for the position description.

What We Need (Minimum Qualifications)

One year of experience in Public Contact (such as a Public Service Representative, Salesperson, or Receptionist) which included answering questions and providing information.

Desired Attributes/Skills

• Communication - Demonstrates the ability to listen actively, respond appropriately, and convey information clearly and effectively verbally and in writing.

• Professionalism - Exhibits consistent integrity, respect, and objectivity, maintaining a composed and courteous presence while adhering to established processes and standards.

• Empathy - Ability to demonstrate interpersonal awareness by understanding, appreciating, and appropriately responding to the feelings, perspectives, and needs of guests, colleagues, and partners.

If you have these qualities, let us know! It’s how we choose whom to move forward!

Equitable Recruiting

The HECC strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. We encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of these positions, please feel free to contact us to discuss your application.

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a non-traditional background.

How to Apply

Current State of Oregon Employees: State Employees Apply for Jobs Guide

External Candidates: Application Guide for External Applicants

Application Materials: The hiring manager has requested the following materials be included with your application:

• Resume

• Cover letter - no more than two (2) pages and clearly demonstrates how your education and work experience meet the desired attributes of this position.

Help Your Application Rise to the Top!

Your application materials are the perfect opportunity to highlight your interest in the position and showcase the amazing skills and experience, making you the best candidate for the position. Submissions will be screened for completeness, consistency, and communication skills at the professional level (attention to detail, spelling, grammar, etc.)

Need help?

For questions about the recruitment and selection process, or to request an alternate format, please contact the recruiter: Jenny Chadwick – Jenny.Chadwick@hecc.oregon.gov/ (971) 372-1275

The Fine Print

Salary Range: The range listed is the Non-PERS salary range. Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS.

Future Vacancies: This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

Criminal Records Check: Employment is contingent on the outcome of a criminal records check which may require fingerprints (FBI). Any history of criminal activity will be reviewed and could result in the withdrawal of an offer or termination of employment.

Veterans: If you are a veteran you may receive preference. A request will be sent to your applicant inbox to submit your veteran’s DD214 form. Click here for more information about veterans’ preference.

Visa Sponsorship: We do not offer Visa sponsorships. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US.

The HECC is an Equal Opportunity Affirmative Action (EEO/AA) Employer Committed to Workforce Diversity Employment Opportunity Commission under Title I of the Americans with Disabilities Act (ADA). HECC does not discriminate on the basis of disability in admission or access to our programs, services, activities, hiring, and employment practices.