Administrative Specialist

Administrative Specialist (Administrative Specialist 1) Hybrid Location Salem, OR : Initial Posting Date: 02/29/2024 Application Deadline: 03/14/2024 Agency: Oregon Business Development Department Salary Range: $3,216 - $4,751 Position Type: Employee Position Title: Administrative Specialist (Administrative Specialist 1) Hybrid : Business Oregon, the state's economic development agency, is currently hiring an Administrative Specialist (Administrative Specialist 1). This position will provide administrative support and assist the Economic Development Division Managers, Safe Drinking Water Revolving Fund Program staff and Regional Staff serving North Coast, Mid-Valley, South Valley/Mid-Coast, Greater Eastern North, Greater Eastern South, Northeast, South Coast, Southern, North Central, Central, South Central and Metro regions to complete necessary project development and management activities required by various Business Oregon funding programs. Note: We value our employees and want to encourage work-life balance and flexibility. This position is on a hybrid schedule with required days in the Salem office. What you will do: Office Management Coordinating with the Division administrative specialists to serve as the primary contact person/communications coordinator for the office staff and "customers" due to absences of other team members. Draft and/or proofread correspondence; receive and distribute mail and files; order supplies; maintain equipment inventories, schedule staff travel and accommodations. Proofread letters and documents. Write letters and prepare routine letters for Regional Staff. Help develop/revise team office procedures with team managers and peers, organize and maintain team filing system including organizing and reviewing files for next steps. Database Management Input project information into the Department's data system (PORTFOL and Salesforce), as required per Department processes. Verify accuracy of data and quality of information and secure correct information to update the database. Reports Gather information on the status of projects funded with Business Oregon program funds. Review data against agency performance measures for project cycle time and service response. Application Review Conduct initial reviews of applications received for completeness of submitted materials (signature, facts, and essential information). These responsibilities may include a check for minimum eligibility and funding requirements, identification of issues or areas needing attention for easy recognition and follow up action by Regional Staff and drafting of appropriate correspondence under the direction of the Regional Staff. Disbursement/Reimbursement Requests 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. 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. The ideal candidate will possess a combination of some or all of the following skills: Excellent communication skills, both verbal and written. Strong computer skills working with Word, Excel and databases and reporting software such as PORTFOL and/or Salesforce. Excellent attention to detail to ensure accuracy of database management, application review and grant/loan agreements. Ability to learn and abide by state policies regarding procurement of goods and services and travel. Build reports and dashboards using Salesforce and other software tools with input from management and team members. Familiarity and understanding of fiscal documents with the ability to create and track spreadsheets as needed. Self-motivated with the ability to manage numerous projects and tasks consecutively with minimal guidance after completing initial training. 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 may remove your application from consideration. What you need to qualify: Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR An equivalent combination of education and experience. What Business Oregon does: Business Oregon is the economic development agency for the state of Oregon. We have about 180 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. The Economic Development Division (EDD) promotes business and economic development opportunities by removing barriers to business growth and job creation/retention. The EDD division services include assisting Oregon businesses and communities to access State incentive programs for public and private sectors. Incentive programs and assistance include business finance programs, global trade assistance, infrastructure financing and other community and economic development programs. Recruitment Officers, Regional Development Officers, Regional Project Managers, Global Trade Specialists, analysts, program specialists and coordinators, and loan officers work collectively in partnership with Oregon businesses and local communities to achieve the State's economic development goals. Within the Division, the Global Strategies and Recruitment Team is within the Business Services Section. The team assists businesses, partners, and local governments as it relates to business recruitment, foreign direct investment, and global trade opportunities. Assistance includes planning, technical assistance, program applications, referrals, training, regional technical assistance, and incentives packaging. Programs coordinated and administered by the Business Services Section include industrial lands readiness, brownfields revolving loans/grants, Oregon Prospector, state incentives programs, and tax abatement tools. How to Apply Please Note: Applications must be submitted no later than 11:59 PM PST on Thursday, March 14th, 2024. 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 will remove your application from consideration. Complete the questionnaire. The candidates whose work experience most closely matches the qualifications and skills of this position will be invited to interview. Warning - Workday will timeout after 20 minutes of inactivity and will not save your application progress. You must submit your application after you begin the process. WHATS 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 Employee Services at: 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 - The Oregon Business Development Department (dba 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? For questions about this job, contact Sarah Flores, HR Analyst in Employee Services, at or email . Applicant FAQ Business Oregon Career Opportunities Business Oregon is an Equal Opportunity, Affirmative Action Employer.