Division Assistant (Administrative Specialist 2) – Hybrid Remote Work Opportunity

State of Oregon•Salem, OR

16d•Hybrid

About The Position

WORKING AT THE OREGON DEPARTMENT OF ENERGY At the Oregon Department of Energy, we're helping shape the state's energy future. Our team is dedicated to keeping Oregon on the leading edge of renewable energy and efficiency while supporting energy innovation, investment, equity, and resilience. From helping Oregonians save energy at home to overseeing the state's interests in the world's most extensive environmental cleanup at the Hanford nuclear site in Washington, our work is challenging, rewarding, and diverse. We work with developers and communities on proposed energy facilities, with schools and manufacturers looking to save energy and money, and with other agencies and stakeholders on meeting the challenges of climate change. Oregon is one of the most energy-efficient states in the country, routinely landing near the top of annual national rankings. ODOE is committed to helping Oregon remain an energy leader, and that starts with hiring engaged team members ready to deliver for all Oregonians. The Energy Development Services (EDS) Division administers grant programs to tribes, businesses, households, nonprofits, and the public sector to help Oregonians implement conservation, energy efficiency, resilience, and renewable energy projects. Current programs include the Solar + Storage Rebate Program, the Community Renewable Energy Grant Program, the Energy Efficient Wildfire Rebuilding Program, two heat pump programs, and a new federally funded Grid Resilience program. This Division is also responsible for overseeing the close-out of legacy incentive programs and related projects, including the Small-Scale Energy Loan Program. We encourage people from all backgrounds to apply for our positions and hope you will join us on our path to diversity, equity, and inclusion. We are an agency that embraces social equity through our values, strategic planning, and actions. Leaning into our equity priorities means we continually examine what we do, the impact we have, and our progress toward weaving social equity into who we are. WHAT YOU WILL BE DOING You will serve as the primary administrative assistant to the Assistant Director of the Energy Development Services Division, providing essential support in a dynamic, fast-paced environment. You’ll manage scheduling, prepare meeting materials, coordinate program support activities, and help ensure operational continuity across the division and cross-divisionally by providing administrative support to agency management on behalf of their respective programs. This role is an excellent opportunity for a motivated administrative professional who thrives on organization, enjoys working collaboratively, and is passionate about public service. For a complete listing of the duties and responsibilities for this position, please review the position description by clicking here. WORK LOCATION This position is eligible for a hybrid-remote work schedule. The work schedule is Monday- Friday, 8:00 AM-5:00 PM. The successful candidate will work in-person at the central workplace located at 550 Capitol St. NE in Salem, Oregon, every Thursday and Friday, as well as during pre-scheduled in-person all-staff meetings. The position may also be required to work at the central workplace on a more frequent basis with advance notice, as needed. WHAT’S IN IT FOR YOU You will be a member of a diverse team built on collaboration and support. Full medical, vision, and dental benefits. Paid sick leave, vacation leave, personal leave, and 11 paid holidays per year. This is a full-time, limited-duration position that is not represented by a union. The current appointment is scheduled to end June 30, 2029. This position could end at any time or depending on funding, could be extended or become permanent. Limited-duration positions are benefit-eligible positions with a designated maximum length of service.

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

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PDF tools, and virtual meeting platforms such as Microsoft Teams, Zoom, or Webex.
Proficiency in entering and tracking data accurately across systems or databases to support program operations and reporting needs.
Experience delivering excellent customer service in a professional office setting, with the ability to communicate clearly and respectfully with diverse stakeholders.
Experience preparing, editing, and maintaining reports, including the ability to research information and present it clearly and accurately.
Ability to prepare for and support meetings or events, including developing agendas, drafting and distributing meeting materials or minutes, and coordinating logistics for virtual and in-person environments.

Responsibilities

You will serve as the primary administrative assistant to the Assistant Director of the Energy Development Services Division, providing essential support in a dynamic, fast-paced environment.
You’ll manage scheduling, prepare meeting materials, coordinate program support activities, and help ensure operational continuity across the division and cross-divisionally by providing administrative support to agency management on behalf of their respective programs.