Administrative Specialist (Administrative Specialist 1)

State of Oregon•Salem, OR

1d•$3,796 - $5,189•Hybrid

About The Position

Business Oregon, the state’s economic development agency, is currently hiring an Administrative Specialist (Administrative Specialist 1). This role provides primary support for the Child Care Infrastructure Fund team in development and implementation of the fund. It also provides support as part of a pool of administrative specialists that assist with completing necessary project development and management activities required by various Business Oregon funding programs. Responsibilities include conducting preliminary reviews of applications, invoices, project files, etc., to help with the project loads of the Regional Staff, and to help assure that recipients comply with State laws and regulations. The role also involves processing incoming and outgoing mail, distributing and filing documents, and entering required data in the agency's databases. Additionally, the Administrative Specialist will generate and compile various reports from databases, process contract letters and grant and loan agreements, and process approved requests for disbursement of funds. The position also involves providing feedback and recommending changes to operational processes to increase efficiency and improve performance measures for Business Oregon. This is a hybrid position that may have the ability to work from home, with the expectation of one day per week in-office presence and additional as needed to support business operations.

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.
Skilled in managing competing priorities and deadlines through effective prioritization and tracking projects and tasks with careful attention to detail.
Ability to work both independently and as part of a team to successfully complete various tasks and responsibilities in a fast-paced environment.
Experience providing support on a regular and ad hoc basis to diverse teams and across multiple sections or programs within an organization.
Experience processing and filing documentation while closely following defined procedures and established guidelines.
Experience conducting preliminary review and final proof reading of applications, invoices, project files, etc. to help ensure compliance with State laws and regulations.
Experience with entering and managing program or project data and generating and compiling various reports from databases.
Intermediate or above proficiency in the use of Microsoft Office tools, including developing or modifying Excel spreadsheets, to track, organize, and maintain program data, timelines, and records.
Ability to provide feedback and recommend changes to operational processes to increase efficiency and improve performance measures.

Responsibilities

Provide primary support for the Child Care Infrastructure Fund team in development and implementation of the fund.
Provide support as part of a pool of administrative specialists that assist with completing necessary project development and management activities required by various Business Oregon funding programs.
Conduct preliminary reviews of applications, invoices, project files, etc., to help with the project loads of the Regional Staff, and to help assure that recipients comply with State laws and regulations.
Process incoming and outgoing mail, distribute and file documents, and enter required data in the agency's databases.
Generate and compile various reports from databases, processing contract letters and grant and loan agreements, and process approved requests for disbursement of funds.
Provide feedback and recommend changes to operational processes to increase efficiency and improve performance measures for Business Oregon.