Business Operations Specialist (Administrative Specialist 2)

State of Oregon•Albany, NY

22h•Onsite

About The Position

The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to help us achieve our vision of a diverse and inclusive community. Opportunity awaits! As the dynamic needs of the office evolve, the Business Operations Specialist, ensures seamless support for colleagues and exceptional service for clients. In the fast-paced environment of deadlines and multiple priorities, your exceptional organizational skills and time management skills are an essential asset. This position requires you to support our Albany office for three days and support our Lebanon office for two days a week, Monday through Friday 8am to 5pm. Note: This position will receive a 2.5% Cost-of-Living Adjustment (COLA), which is not reflected in the salary listed in this posting. The increase will be effective February 1, 2026, and will be reflected in paychecks beginning March 1, 2026.

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.
Proven experience managing tasks and schedules utilizing time management, organization, and prioritization skills to meet deadlines.
Previous administrative experience to include supporting a front desk, answering the phones, and providing administrative support to program staff.
Experience identifying and responding to challenges and issues promptly and with sound judgment.
Experience entering, updating, and retrieving information in office software timely, accurately and in an efficient manner.
Experience performing tasks that require accuracy and attention to detail, including financial tracking and record-keeping.

Responsibilities

Establish and maintain procedures and other controls necessary in carrying out assigned program activities; coordinates projects or other activities with Federal, local, and State agencies to accomplish identified goals and objectives.
Assist managers with researching and developing, monitoring, and sustaining, issue resolution and ongoing compliance through negotiation and analysis of objective, as well as reporting and updating information to responsible parties, in order for the department to maintain required procedures within the guidelines of established operations.
Provide assistance to offices support staff.
Conduct or coordinate security reviews/audits of office procedures to ensure compliance with ODHS rules, procedures, and policy according to the Field Business Procedures Manual
Review the monthly RACF reports and, after the evaluating results, submit corrections to maintain a high level of security and separations of duties.
Reconcile data between office tracking and statewide report systems, updating information as needed to insure accurate accounting of positions.
Regularly monitor and audit all negotiables which includes checks, transportation vouchers, building repair costs, Oregon Trail Card inventory, monthly office costs, SPOTS cards, office purchases, etc.