Administrative Assistant (Administrative Specialist 2)

State of Oregon•Salem, OR

7d•$4,308 - $5,983•Hybrid

About The Position

Business Oregon, the state’s economic development agency, is currently hiring an Administrative Assistant (Administrative Specialist 2). This role is crucial for supporting economic development efforts across Oregon by coordinating program activities, assisting with technical processes, and ensuring compliance with state and federal requirements. The position offers a supportive work environment that promotes work-life balance and flexibility, with a hybrid work model allowing for remote work and an expectation of one day per week in-office presence.

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

Proficiency coordinating multiple projects and deadlines, including calendar management, logistics, and task tracking in a team environment.
Experience using Salesforce, or similar data management system to enter, manage, and report on program or project data.
Experience reviewing financial or program documentation (such as invoices or reimbursement requests) for accuracy, completeness, and alignment with guidelines or contracts.
Demonstrated experience developing written materials for a variety of audiences, including correspondence, presentations, and outreach content.
Advanced experience using Microsoft Office tools, including developing Excel spreadsheets, to track, organize, and maintain program data, timelines, and records.

Responsibilities

Coordinate program and team operations by tracking projects and deadlines, managing calendars, organizing records, and supporting logistics for meetings, travel, and events.
Support development of program materials and outreach content, including emails, formal correspondence, presentations, and newsletters.
Maintain and update program databases (e.g., Salesforce), ensuring accuracy, completeness, and alignment with department processes.
Review disbursement and reimbursement requests for accuracy, completeness, and basic compliance with budgets, contracts, and program requirements; flag issues for further review.
Manage data and program processes by maintaining spreadsheets, tracking timelines and budgets, supporting public meeting requirements, and assisting with website updates.
Conduct research and reporting support by gathering project information, tracking progress, and proofreading reports and contractual documents.