Administrative Assistant 2 (Administrative Specialist 2)

State of Oregon • Salem, OR

3d • Hybrid

About The Position

Business Oregon, the state’s economic development agency, is currently hiring a permanent Administrative Assistant 2 (Administrative Specialist 2). This position will provide program coordination and assistance to the entire Economic Development Division, and serve as support in completion of technical work and project processes to ensure program processes follow state and federal regulations and compliance. Note: We are committed to fostering a supportive work environment that promotes work-life balance and flexibility. This is a hybrid position that may have the ability to work from home, with the expectation of an occasional in-office presence as needed to support business operations.

Requirements

• 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.

Nice To Haves

• Ability to use Microsoft Office Suite, including Excel for complex data analysis, pivot tables, formulas, and reporting to support staffing forecasts and audits.
• Experience using PORTFOL and/or Salesforce including managing data and creating reports.
• Experience collecting, maintaining, organizing, and reporting data in both an informational and narrative format.
• Experience verifying accuracy of data and quality of information and securing correct information to update the database.
• Experience in assisting teams with research development and implementation of new or revised programs.
• Experience with creating public outreach materials including (but not limited to) e-mail, written formal correspondence, newsletters, and PowerPoint presentations.
• Experience conducting 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.

Responsibilities

• Data and Process Management Input project information into multiple databases such as Excel, Portfol, and Salesforce as required per department processes.
• Learn, follow, and instruct other team members on department processes.
• Manage procedures required for notice and record-keeping of public meetings.
• Assist with ongoing maintenance of program websites and spreadsheets for the programs.
• Manage program timeline and budget spreadsheets as assigned by the Projects and Services Manager.
• Database Management Verify accuracy of data and quality of information and secure correct information to update the database.
• Use Portfol data management system to advance projects through payments and data entry.
• Work with consultants on data management and workflow.
• Program and Team Support Assist teams with research, development and implementation of new or revised programs.
• Assist with development of public outreach materials including (but not limited to) e-mail, written formal correspondence, newsletter, and PowerPoint presentations.
• 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.
• May 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.
• Research and Reports Gather information on the status of projects and individual team members as requested.
• Reports may include input or gathering of information from project files and other reports related to project status on an ad-hoc basis.
• Assist team members by tracking progress staff reports, proofreading reports, and proofreading project contractual agreements upon request.
• Conduct research and prepare research summaries for business services section on a project-by-project basis, as assigned by Projects and Services.

Benefits

• Work/life balance, generous benefit package, 11 paid holidays a year, 3 paid personal days, flexible work schedules, paid leave, employer contribution retirement plan (PERS), and so much more.
• Planning for your future. Pension plan, and deferred compensation packages.
• Deepening employee engagement by connecting and building strong teams, using enhanced communications, transparency, mentoring, and coaching.
• Care for our people and culture. At Business Oregon, we value community and foster a sense of belonging for our employees. We invest in our employees’ well-being including training and professional development, addressing burnout and other efforts that contribute to healthy, whole employees.
• Public Service Loan Forgiveness. If you’re employed by a government agency, you may be eligible.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree