Constituent Services & Front Desk Assistant (Public Services Representative 3)

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Constituent Services & Front Desk Assistant (Public Services Representative 3)

Equal Opportunity Statement

The Governor’s Office is an equal opportunity employer committed to fostering a diverse, equitable, and inclusive workplace. We prohibit discrimination on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, age, veteran status, disability, or any other protected status under applicable law. We value diversity as a strength and strive to create an environment where all individuals can thrive and contribute fully to Oregon’s mission of public service.

About the Position

The Front Desk Assistant is a key member of the Governor’s Office team, providing a professional, welcoming presence for visitors and supporting essential Constituent Services functions. This role screens and assists guests, including dignitaries, agency directors, legislators, and key partners while ensuring safety protocols are followed and the office operates smoothly. As a central part of daily operations, the position helps coordinate resources, maintain efficient workflows, and uphold the Governor’s Office values of integrity, equity, and public service. This opportunity offers the chance to represent the Governor’s Office with courtesy, discretion, and strong organizational skills, contributing to a team dedicated to serving Oregonians with excellence.

If you’re enthusiastic about public service, committed to professionalism, and eager to support the work of the Governor’s Office, we encourage you to apply and become part of a team making a meaningful impact across the state.

Duties & Responsibilities:

• Review, tag, and process constituent voicemails and mail; prepare and send hard‑copy correspondence such as certificates, informational materials, and greeting cards.
• Provide front desk coverage, greeting and screening guests with professionalism, coordinating access to office spaces, and maintaining clean and welcoming common areas.
• Sort, scan, distribute, and dispatch incoming and outgoing mail and packages; coordinate office supply inventory and schedule equipment maintenance.
• Elevate complex constituent inquiries to senior staff and support timely follow‑up on administrative tasks and casework needs.
• Serve as a safety coordinator, follow established protocols, and use judgment in determining appropriate actions, including when to involve law enforcement.
• Scan and update invoice tracking systems, assist with staff technology logistics, and complete additional operational support tasks as assigned.
• Maintain and update website content, ensuring accuracy, accessibility, and compliance with public meeting posting requirements.

What We Are Looking For

Minimum Qualifications:

Two years of experience in customer service. One year of which must include explanation of rules, regulations, and policies and responsibility for dealing with unique or unusual situations.

Desired Attributes:

• Demonstrated ability to professionally engage with high‑level officials and the public, consistently providing clear, courteous communication in person, by phone, and via email.
• Proven track record of escorting and assisting visitors while following established security protocols, ensuring 100% compliance with screening requirements.
• Ability to accurately interpret and apply government procedures, with at least one year of experience navigating organizational structures or formal protocols in a professional setting.
• Experience managing sensitive or confidential information with zero breaches, exercising sound judgment in fast‑changing situations.
• Strong organizational skills evidenced by consistently meeting deadlines, managing multiple concurrent tasks, and maintaining orderly workspaces and records.
• Demonstrated proficiency with Microsoft Office applications (Outlook, Word, Excel, Teams), including the ability to produce error‑free documents and learn new systems within a defined onboarding period.
• Prior experience in a government, public‑facing, or customer service role, ideally involving direct interaction with diverse partners.

Working Conditions

• This position is stationed at the reception desk, operating Monday–Friday from 8:00 a.m. to 5:00 p.m. within a fast‑paced environment that requires managing multiple tasks, shifting priorities, deadlines, and frequent interruptions.
• A professional appearance and demeanor are required, with frequent interaction across diverse individuals and situations, including sensitive, confidential, and politically nuanced matters.
• The role may occasionally involve exposure to challenging or high‑pressure circumstances and requires coordination with Oregon State Police and the Governor’s Dignitary Protection Unit on safety and threat‑assessment concerns.
• Familiarity with Oregon’s geographically, politically, and culturally diverse communities is important to effectively support constituents and visitors.

Why Join Our Team?

Joining our team offers the opportunity to make a meaningful impact by supporting the Governor’s Office and contributing to Oregon’s mission of public service. You will work in a dynamic environment at the State Capitol, serving as the first point of contact for dignitaries, legislators, and key partners while gaining valuable experience in government operations and protocol.

• This position is eligible for on-site, in-office work will be required.
• Work/life balance, 11 paid holidays a year, and a competitive benefits package.
• Advancement and learning opportunities that will help grow your career with the State of Oregon.
• Get There - Oregon’s easy-to-use carpool matching tool and trip planner.

Application Details and Instructions

• Visit the State of Oregon job opportunities webpage to submit your application. Please ensure the work history in your applicant profile is up to date and attach a current copy of your cover letter and resume.  If you are a current State of Oregon employee, you must apply through your employee Workday account.
• This announcement is for one (1), full-time, Executive Service, permanent, position.
• Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline. If you have questions about the announcement, or need an alternate format to apply, please contact the Recruiter, Nancy Karnas at: [email protected] or via phone at 971-719-3083.

Additional Details

• Finalists will be subject to a computerized criminal history check. Adverse background data may be grounds for immediate disqualification.
• Agency does not offer visa sponsorship. Within three days of hire, applicants will be required to complete I-9 documentation and confirm authorization to work in the United States. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet Agency employment eligibility standards.
• Eligible veterans who meet the qualifications will be given veterans' preference. For more information, please visit Veterans Resources.

Helpful Links & Resources

How to Set Job Alerts | Workday Applicant FAQ | What You Need to Know to Get the Job

Oregon Job Opportunities Webpage | Classification and Compensation | Pay Equity

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