Management Assistant 2 (Intake Specialist)

Initial Posting Date05/11/2026Application Deadline05/25/2026AgencyJudicial DepartmentSalary Range$4,539 - $7,042Position TypeEmployeePosition TitleManagement Assistant 2 (Intake Specialist)Job DescriptionInterviews: We anticipate holding first-round, in-person interviews the week of June 1.Who We AreThe 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 new Office of the Ombudsman ensures public trust and confidence in the court system by providing a rule-based standardized process for the public to submit concerns about their experience in a court proceeding. The Office of the Ombudsman reviews submitted concerns and takes action as needed to resolve concerns.We welcome all candidates who are inspired by our work and mission.Benefits To YouWe 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 candidate’s education and experience.Position HighlightsWe are hiring an Intake Specialist (Management Assistant 2) to join our team in Salem, Oregon.As a first point of contact for the office, 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 perform confidential administrative duties. You will prepare, review, edit, and finalize outgoing communications to internal and external audiences. When you receive communications, including questions and concerns, you will enter, track, and manage them within our system. You will respond as directed by the Ombudsman, the Program Analyst, and the Executive Services Division Supervisor.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 take and share meeting minutes, update internal SharePoint sites, and help with calendaring and scheduling. You will also process accounts payables for the office.All assigned duties will be accomplished using established guidelines and procedures and as directed by management. Assigned duties may change to accommodate workload and organizational needs.Instructions For REQUIRED Cover Letter And Work History/ResumeYour 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 candidate must have a high school diploma or equivalent.ANDAt least five (5) years of secretarial or administrative experience demonstrating the knowledge, skills, and abilities needed for the position.ORAny 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 identifying and working with highly sensitive and confidential information.Experience interacting with individuals via phone or written correspondence, who may be upset and facing challenging circumstances, highly stressful situations, or trauma.Experience and skill in writing and reviewing documents for accuracy and content.Experience working for the Oregon Judicial Department is desirable.Working ConditionsThis is a full-time position, and the work schedule currently is 8:00 a.m. to 5:00 p.m. Monday through Friday. This position is eligible for overtime compensation for hours worked in excess of 40 per workweek.Occasional after-hours or overtime work may be necessary as workload and deadlines require.In-person work is performed in Salem. Hybrid work may be available for this position in the future, after all training needs have been identified and satisfied. All hybrid work assignments begin, end, and 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.This position requires 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 for whom a patient and kind response is particularly important. Long periods of sitting or standing while working at a computer.Frequent reading of digital and hard copies of documents.Must use, and be familiar, experienced, and comfortable 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 InformationCriminal Background CheckYou 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 ChecksBy submitting your application to OJD, you consent to reference checks about your qualifications, your workplace performance, and your work product.United States Employment EligibilityOJD 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 VacanciesApply 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.Age-Based DiscriminationOJD does not request or require your age, date of birth, or attendance or graduation dates from an educational institution during the application process.Veterans’ or Oregon National Guard PreferenceEligible veterans and current or former servicemembers with the Oregon National Guard who meet the qualifications will be given preference in the recruitment process. To receive preference, veterans and current or former servicemembers with the Oregon National Guard must attach the appropriate documentation after they receive an email in their Workday inbox requesting the information to verify eligibility. The action item, asking for documentation, will arrive after they have submitted their initial application materials. Visit the Oregon job opportunities Veterans, Disabled Veterans & State Servicemembers web page for additional details, information, and resources.Conduct ExpectationsBecause 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 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 EquityAs 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 BenefitsClick here to access information specific to OJD employee benefits.Public Service Loan ForgivenessOJD 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 SupportIf 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 ojd.hrsd@ojd.state.or.us.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.