Administrative Specialist 1(Water Quality Program Assistant)

State of Oregon•Salem, OR

3d•$3,798 - $5,193•Onsite

About The Position

The Oregon Department of Agriculture’s Water Quality Program is currently recruiting for one Administrative Specialist 1 position. As the Administrative Specialist 1 (Water Quality Program Assistant) in the Water Quality Program, you will be the first point of contact for individuals, agricultural operators, and stakeholders seeking information related to water quality rules, program requirements, and compliance assistance. You will provide vital administrative support while ensuring that inquiries are addressed promptly and accurately.

Requirements

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.
An equivalent combination of education and experience.

Nice To Haves

Strong attention to detail and commitment to accuracy, particularly when handling sensitive regulatory documentation, operator records, compliance tracking, and correspondence that may be used for official or legal purposes.
Excellent written and verbal communication skills, including the ability to draft, proofread, and format correspondence such as notices, letters and standard regulatory communication to regulated entities and the public.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Adobe Acrobat) and comfort working in shared systems, trackers, and database environments used for program administration.
Ability to learn and adapt to multiple established workflows, including shifts in procedures, systems updates, databases, and equipment.
Ability to track and route work assignment’s using established systems or shared inboxes, ensuring tasks are completed, followed up on, and properly documented within defined procedures.

Responsibilities

Provide support for the Water Quality Program by responding to phone calls and emails, supplying non-technical information, and assigning inquiries to appropriate staff in accordance with program guidelines.
Prepare and process correspondence and compliance-related documents by formatting, assembling packets, and preparing materials for distribution using established procedures.
Coordinate CAFO Advisory Committee meetings by identifying attendees and drafting agenda topics.
Attend meeting to coordinate the process of preparing materials, taking notes, and arranging logistics such as meeting space, supplies, and mailings.
Assisting with other office tasks such as maintaining records, scheduling meetings, and supporting other administrative functions as needed to ensure the smooth operation of the program.