Administrative Support

State of Oregon•Salem, OR

2d•Hybrid

About The Position

Administrative Specialist 2 – Administrative Support Oregon Department of Transportation Support Services Division Procurement Section Salem/Hybrid The role: We are looking for a skilled administrative specialist to join our procurement team! In this position, you will apply a variety of technical, administrative, and customer service skills for success of the procurement and contracting program while directly supporting ODOT’s Chief Procurement Officer. Hybrid remote work options available! Work will be required to be performed at the Salem office building at a minimum of one day per week or more, depending on business needs. Initial training will require a minimum of 3-5 days in office. We provide a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. We encourage people from all backgrounds and abilities to apply for our positions. Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile. A day in the life: Monitor, research, and analyze procurement operations, programs, projects, and services. Prepare reports and recommendations to support procurement leadership decision making and alignment with policy changes. Analyze operational data and propose solutions to improve performance and meet metrics. Track implementation of management’s short and long term goals, ensuring follow through on assignments. Collect, analyze, and present data in reports, charts, budgets, and other executive materials. Support procurement managers by tracking tasks, gathering stakeholder input, and negotiating recommended actions. Review, evaluate, and recommend updates to policies, procedures, and administrative rules for compliance and consistency. Manage procurement office electronic files, SharePoint content, and documentation updates, including standards and procedures. Serve as primary point of contact for procurement communications, coordinate special projects, and provide status updates to leadership. Work may involve dealing with highly politically or sensitive personnel matters and requires maintaining confidentiality. Work in an office environment with hybrid work options available. To request a copy of the position description, which includes all duties and working conditions, please email [email protected]. What’s in it for you: Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer. Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying. The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%. Public Service Loan Forgiveness opportunity! Want to know about new job postings? Subscribe to receive weekly email notifications!

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

Strong organizational skills with proven capacity to manage complex details, coordinate logistics, and anticipate needs.
Exceptional internal and external customer service skills, including interacting professionally with executives, team members, and the public while fostering a customer centric environment.
Highly skilled at composing documents with attention to grammar, punctuation, spelling, capitalization and sentence structure.
Strong computer skills including data entry and Microsoft Office Suite programs such as Word, Excel, Outlook, Teams, SharePoint, and PowerPoint.
Demonstrated ability to maintain confidentiality, exercise sound judgment, and build effective working relationships across teams.

Responsibilities

Monitor, research, and analyze procurement operations, programs, projects, and services.
Prepare reports and recommendations to support procurement leadership decision making and alignment with policy changes.
Analyze operational data and propose solutions to improve performance and meet metrics.
Track implementation of management’s short and long term goals, ensuring follow through on assignments.
Collect, analyze, and present data in reports, charts, budgets, and other executive materials.
Support procurement managers by tracking tasks, gathering stakeholder input, and negotiating recommended actions.
Review, evaluate, and recommend updates to policies, procedures, and administrative rules for compliance and consistency.
Manage procurement office electronic files, SharePoint content, and documentation updates, including standards and procedures.
Serve as primary point of contact for procurement communications, coordinate special projects, and provide status updates to leadership.
Work may involve dealing with highly politically or sensitive personnel matters and requires maintaining confidentiality.