Administrative Specialist 1(Program Assistant)

State of Oregon•Salem, OR

33d•Onsite

About The Position

Are you looking to join a team of passionate professionals? Do you have a quality general knowledge of data entry, customer service, attention to detail, and able to multitask? Apply today and begin your career as an Administrative Specialist 1. The Oregon Department of Agriculture's Plant Protection & Conservation Division (PPCD) is currently recruiting for one Administrative Specialist 1 position. The Plant Protection & Conservation Division (PPCD) includes four sections: Insect Pest Prevention & Management (IPPM), Nursery & Christmas Tree, Noxious Weed Control, Native Plant Conservation, and Hemp. PPCD programs protect Oregon's agricultural industries and natural environment through surveys and eradication of harmful and/or invasive plant pests and noxious weeds; inspection and certification of nursery stock to maintain marketability; research to further the conservation of Oregon's threatened and endangered plant species; and enforcement of Oregon's hemp laws to protect and support legal hemp growing operations. This position provides essential administrative support to various programs within the Plant Protection & Conservation Division (PPCD). The primary responsibilities include supporting the Nursery and Noxious Weed Control Programs, while also offering general administrative assistance across the Division as needed. This role is co-supervised by the Program Managers for Nursery and Noxious Weed Control. The Administrative Specialist 1 (Program Assistant) is a full-time permanent position, there is no option for hybrid work. This position follows a Monday through Friday 8 AM to 5 PM work schedule. This position is in Salem, Oregon.

Requirements

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.

Nice To Haves

Excellent verbal and written skills
Excellent Customer service skills
Ability to work independently and as part of a team.
Proficient in Microsoft Office suite and Adobe suite
Proficient in data input and retrieval

Responsibilities

This position coordinates program activities which includes but is not limited to placing and tracking equipment orders, fundamental clerical work, and data entry.
The role involves frequent interaction with the public and agricultural stakeholders, requiring the ability to interpret and explain program-specific policies and regulatory requirements.
Other tasks may include editing, proofing, printing and distribution of program correspondence, documents, and bulletins.
This employee may be asked to review correspondence, documents, and administrative rules for accuracy and content.
This position also assists with general duties such as preparing meeting materials, assisting with event planning and coordination, documenting meeting notes, supporting new hires, assisting with travel arrangements, answering program phone lines, mailing duties, and other tasks as needed.
Under the direction of the Program Managers, the employee may also use databases to summarize and report on program activities.
The candidate selected for this position will be responsible for accurately entering licensing data into the computer system in a timely manner.
This position will also be responsible for managing and organizing paper records in compliance with Oregon state Archives retention schedules and policies.
This position requires collaboration and coordination with other Administrative Specialist 1 staff members, working closely with counterparts to ensure smooth operations and accurate record management.

Benefits

The State of Oregon offers a competitive and affordable health and benefits package, including excellent medical, vision and dental coverage, paid holidays off, and personal business leave, as well as paid and accrued vacation leave and sick leave.
In addition to standard medical benefits and employee leave, the state also provides additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses.

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