Administrative Specialist 2 (Administrative Assistant 2)

Initial Posting Date: 01/17/2025 Application Deadline: 01/30/2025 Agency: Oregon Business Development Department Salary Range: $4,203 - $5,837 Position Type: Employee Position Title: Administrative Specialist 2 (Administrative Assistant 2) Job Description: Update: Close date has been changed to January 30, 2025. Business Oregon the state?s economic development agency is currently hiring an Administrative Specialist 2 (Administrative Assistant 2). The primary purpose of this position is to provide program coordination and assistance to the entire Economic Development Division. Serve as support in completion of technical work and project processes to ensure program processes follow state and federal regulations and compliance. Participate in program outreach and resource. Note: We are committed to fostering a supportive work environment that promotes work-life balance and flexibility. This hybrid role offers remote work options, with the expectation of occasional in-office presence as needed in our Portland, Salem or Pendelton offices to support business operations. What you will do: Assist with scheduling meetings and travel, research, development and implementation of new or revised programs. Input project information into the Department?s data system (Salesforce or alternative). Verify accuracy of data and quality of information and secure correct information to update the database. Use data management system to advance projects through payments and data entry. Work with consultants on data management and workflow. Conduct an initial review of funds disbursement or reimbursement invoices to verify dollar figures, expenses submitted against the budget for the project, signature authority, and other regular and required information areas. Conduct preliminary review for minimum compliance with contract conditions, approved scope of work, prior disbursement/reimbursement and implementation records, accuracy of request against receipts for disbursement/reimbursement of funds and documentation of need for advance funds. Assist with ongoing maintenance of program websites and spreadsheets for the programs. Manage program timeline and budget spreadsheets as assigned by the Project and Services Manager. The ideal candidate will possess a combination of some or all the following skills: Problem-Solving Skills: The candidate must demonstrate strong analytical abilities to identify and resolve complex issues while ensuring compliance with relevant regulations and meeting deadlines. Strong Communication and Interpersonal Skills: The ideal candidate should have excellent written and verbal communication skills, with the ability to build professional relationships and handle diverse interactions effectively. Organizational Skills & Community Engagement: The candidate must be highly organized, capable of managing multiple tasks and priorities while engaging with the community and reporting data accurately. Adaptability and Initiative: The individual must be adaptable to changing environments, take initiative to drive improvements, and navigate challenges while maintaining compliance with rules and procedures. Technical Skills: The candidate should be proficient in Microsoft Office Suite and document/report writing software, with experience in clerical tasks and adherence to policies and procedures. Please note: if you are interested in applying for this position, you must attach your current cover letter and resume to your application. Failure to submit the required resume and cover letter will remove your application from consideration. Minimum Qualifications: Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis. OR An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An equivalent combination of education and experience. Business Oregon 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. 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 less traditional background. 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 this position, feel free to contact us to discuss your application. What Business Oregon does: Business Oregon is the economic development agency for the state of Oregon. We have about 200 people on our team, and we work with communities and businesses. We use our programs and expertise to help businesses grow, so they can in turn add jobs, diversify the economy, and increase Oregon prosperity. We work with communities to enhance and expand infrastructure and community safety with projects such as water/wastewater systems, seismic rehabilitation for schools, or rural broadband development. This also sets the stage for future business development. Our mission is to invest in Oregon?s businesses, communities, and people to promote a globally competitive, diverse, and inclusive economy, all carried out with an agency strategic plan. How to Apply Please Note: Applications must be submitted no later than 11:59 PM PST on January 30, 2025. If you are a current State of Oregon employee, you must apply through your employee Workday account through Jobs Hub. Click the ?Apply? button above to complete your online application. Attach your current cover letter and resume. Failure to submit the required resume and cover letter may remove your application from consideration. Clearly demonstrate in your cover letter how you meet all the minimum qualifications and requested skills listed above. You may attach your cover letter and resume at the beginning of process or at the end of process of completing your workday application. Complete the questionnaire. Warning ? Workday will timeout due to inactivity and will not save your application progress unless you use the ?save for later? function. If you need to take a break, please be sure to click the save for later button to save your progress. Be sure to check Workday and your email for additional tasks and updates. After hitting submit there may be additional required tasks for you to complete prior to the announcement closing. The candidates whose work experience most closely matches the qualifications and skills of this position will be invited to interview. What?s in it for you: Family Friendly Work Life Balance: Paid time off, 11 holidays, 3 personal days & optional short- and long-term disability benefits. Take Care of Yourself and Your Family: Comprehensive employee benefits, choice of medical plans, vision plan, life insurance, employee assistance program. Invest in Your Future: Pension plan, deferred comp, short- and long-term disability plan, flexible spending accounts for healthcare and dependent care. Be Appreciated: Employee recognition events, agency unique employee recognition program allowing for additional leave options such as vacation buy-out and sick leave roll-over, dynamic employees doing impactful work. Inclusion: At Business Oregon, we value community and foster a sense of belonging for our employees. Additional Information: Per the Pay Equity Law passed in 2017, a pay equity analysis will be conducted to determine what pay step the successful candidate will be offered. The analysis will be based on the relevant experience, education, training, and certifications documented in the application materials. It is our policy to provide reasonable accommodations to all applicants who may need them. Should you need assistance, or an accommodation please contact Lies Wattimena at [email protected] to discuss how we can best meet your needs. Veterans? Preference - Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, we will ask you for your documents later in the process. Click on the Veterans? Preference link for additional information. Criminal Records Check - Hiring of the successful candidate will be contingent upon the results of a Criminal Background Check. Adverse background data may be grounds for immediate disqualification. Work Authorization - Business Oregon does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. This recruitment will be used to establish a list of qualified candidates to fill the current position and may be used to fill future vacancies as they occur. This position is a classified, full-time position, non-exempt and is not represented by a union. PERS ? This is a PERS qualifying position. After a six-month waiting period eligible Management Service, Executive Service, and Unrepresented employees will have their base pay increased by 6.95% and the 6% PERS contribution deducted from their base pay rather than a direct 6% contribution by the State of Oregon to the employees PERS account. This will mirror the bargained SEIU and AFSCME PERS process. Are you looking to live in and experience Oregon? Learn more about life in Pendleton, Salem, and Portland. Need help? We invite you to contact the recruiter for application questions or job-specific questions. The recruiter for this position is Lisa Santiago, HR Analyst 2. If you contact the recruiter, please include the job requisition (REQ) number at the top of this job post. Email: [email protected] Phone (call or text): 971-600-4484 Applicant FAQ Business Oregon Career Opportunities Business Oregon is an Equal Opportunity, Affirmative Action Employer. Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you?re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon ?flies with her own wings.?