Real Estate Investment Coordinator
Oregon Office of the State Treasurer (Salem, Oregon)

Salary:: View salary range

Ref Code:: 70314279

Minimum Career Level:: Experienced (Non-Manager)

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Real Estate Investment Coordinator

Executive Support Specialist 1
$2,199 - $3,135/Month

GENERAL INFORMATION
The Office of the State Treasurer (OST) is one of the largest financial institutions in the State and fulfills the functions of commercial and investment banks for State agencies and local governments. Its mission is to provide financial stewardship for Oregon.

OST has a wide range of financial responsibilities, including managing the State’s pension fund, issuing all State debt, and serving as the central bank for State agencies. This includes overseeing the investment of approximately $79 billion in assets, held in a diversified investment portfolio of domestic and international equities, fixed income securities, alternative equities, real estate and cash. The Investment Division, currently comprised of 17 individuals, is one of the five divisions of OST and is responsible for managing the investment of the Oregon Public Employees Retirement Fund, the State Accident Insurance Fund, the Oregon Short Term Fund, and numerous smaller funds such as the Insurance Fund, the Common School Fund, and the Oregon Growth Account. The Division also manages the investment program for the state’s deferred compensation plan, advises the Oregon 529 College Savings Board on the plan’s investment and is staff to the Oregon Investment Council (OIC). The division oversees the actual investments, which are made by a select group of outside investment managers as well as providing internal management of some fixed income and short-term assets.

This position is responsible for assisting the Investment Division, and specifically the Real Estate section, by acting as a liaison for reporting and general communications between the Office of the State Treasurer (OST), investment managers, consultants and the custodian bank. Assist investment managers in executive support activities relating to Investment Division and OIC Policy and Procedures.

OST offers an attractive benefit plan which provides contributions toward Public Employee Benefit Board (PEBB) sponsored individual and family health and dental insurance and term life insurance. Other benefits include participation in the Oregon Public Service Retirement Plan (OPSRP) retirement program, paid holidays, and paid vacation, sick and personal leaves. Optional benefits include long- and short-term disability and participation in the Oregon Savings Growth Plan (deferred compensation).

This recruitment will be used to fill one current vacancy. This position is represented by the Service Employees International Union.

Prospective employees are subject to an extensive background check that may include, but not be limited to, validation of all application materials, prior employment and personal references, credit history, driving records, and fingerprint-based state and federal criminal and civil records. Adverse background data may be grounds for immediate disqualification.

TO QUALIFY
You must have three years of clerical/secretarial experience which included: one year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

No substitution will be made for the one year at the full performance level.

Preference may be given to candidates with experience as an executive assistant for senior level management.

DUTIES AND RESPONSIBILITIES

Gathers required materials for presentation to the OIC. Act as liaison with members of the Real Estate Committee for scheduling Committee meetings. Responsible for collecting and disseminating required materials to members of the Real Estate Committee and OIC prior to Committee meeting and in accordance with OIC policy. Responsible for recording and preparing meeting minutes of the Real Estate Committee for approval by management. Ensures new investment manager documents, including executed legal documents and correspondence, are filed and maintained for the Real Estate section and as backup for other Investment Division sections, as necessary. Maintains the file integrity of existing fund manager documentation to include legal correspondence, correspondence, quarterly and annual reports. Assist real estate investment officers in the coordination of travel plans, investment manager visits and expense reporting, as needed. Act as liaison with investment managers, and consultant when required, for coordination of real estate investment officer meetings and travel. Liaison with prospective investment managers for coordinating meeting requests with real estate investment officers. Works with, and at the direction of, real estate investment officers to coordinate, monitor and evaluate core appraisal process, including pre-appraisal activities, issuing Request for Proposals (RFP), contracting, obtaining payment authorization for services rendered by appraisers and consultants. Serves as information and communication liaison with appraisers, managers and consultants throughout process. Gathers and evaluates information from a variety of sources both inside and outside the OST. Produces various internal reports and reconciliations. Acts as liaison on behalf of Investment Division Accounting, as needed, to explain OST policies and procedures to managers, as they relate to movement of cash. Assist Investment Division Accounting and management, as needed, in solving any accounting, reporting, fund transfer or policy issues generated by internal and external inquiries. Directs prospective managers and investment proposals to real estate investment officers. Acts as liaison with investment managers, consultants, attorneys and custodian bank by assisting Investment Division Accounting as needed in problem solving the daily investment activities of the State’s real estate investment portfolio. Assists management in maintaining accurate records to ensure that fundings are within commitment levels allocated by the OIC. Uses computer systems and software, including proprietary website reporting tools developed for the Real Estate section by Private Edge, MS PowerPoint, Visio and MS Excel to prepare reports and presentations. Answers Investment Division phones as a backup to the person with this duty as a primary responsibility. Receives and distributes daily Real Estate section USPS, inter-office mail shuttle and overnight mail as well as providing back-up for all Investment Division mail processes, as needed. Works with other Investment Division employees to coordinate phone coverage, as necessary, during normal business hours. Provides Investment Division support and reception desk coverage, as needed.

HOW TO APPLY

You must submit the following items:

APPLICATION:
A State of Oregon Employment Application (Form PD100) is required. Copies and on-line forms of the PD100 Employment Applications can be found at:

1. the State’s Job Page at http://www.oregonjobs.org/

2. local Oregon Employment Department field offices

3. The Office of the State Treasurer

350 Winter St., Suite 100
Salem, OR 97301-3896
(503) 378-4000

TEST:
In order to evaluate your experience as it relates to this position, please provide your responses to the supplemental questions below. Specifically state in your answer which work experience (paid or unpaid) and/or training that relates to your question answer. Write no more than a one page response to each question and number your responses to correspond with the appropriate question. Be sure that the jobs where you gained the experience which you describe in your answers are listed in the “Work History” section of your application form. Please respond completely to the supplemental questions; they will be the sole basis for determining which applicants, among those who meet the minimum qualifications, that will be invited for an interview. Failure to respond to each question will result in disqualification of your application.

Question 1
This position requires a high level of computer applications knowledge. Describe your training and experience using computer software tools (i.e., word processors, spreadsheets, databases, presentation software, and scheduling software). Explain which types of software you have used and briefly give examples of job duties that required you to use each of these applications. Include your level of responsibility for these duties.

Question 2
As the liaison with investment managers, consultants, appraisers, brokers and custodian banks, this person must be able to establish and maintain effective working relationships with many individuals occasionally under situations involving stress, frustration and deadlines. Describe any experience you have in similar situations.

Question 3
Describe your experience preparing written communication. Include a description of your level of responsibility, targeted audience, and type of written materials (i.e., correspondence, minutes, reports, spreadsheets and charts). Also explain what methods you use to edit and proofread written documents.

Please note that the experiences referenced in the supplemental questions are desirable and preferred in the “ideal” candidate; however, the successful candidate will not necessarily have all the experiences sought.

If you are disabled and need assistance completing the application form, you may call the OST, Human Resources at 503-378-4000 between the hours of 8 AM and 5 PM, Monday through Friday.

SEND completed application materials (PD100 and Test Questions) to:

Office of the State Treasurer, Attn: Human Resource Manager
350 Winter Street, Suite 100
Salem, Oregon 97301-3896

or by fax 503-378-3709.

Application materials must be received at OST no later than 5:00 pm on April 18, 2008. Materials must be complete and legible.

Complete all parts of the application. If your application is incomplete, or does not clearly show the experience and/or training required, you will receive a notice by mail advising you why your application was not accepted.

Notice of results will be sent by mail. The timeframe for the notice of results may vary depending on the volume of applications received for this recruitment.

Submit only the required materials. Reference letters or work examples should be kept for interviews. The pay on all announcements may change without notice.