Office Manager (Executive Support Specialist 2)
About The Position
As an Office Manager (Executive Support Specialist) in Salem, Oregon, you will be central to the smooth operation of the Habitat Division. Your work will support division leadership, enhance internal coordination, and help keep major initiatives moving. In this role, you will: Provide confidential administrative support to division leadership, including assisting with policy and procedure implementation. Coordinate personnel activities such as recruitments, onboarding documents, personnel actions, and maintaining personnel files. Track and reconcile program budgets, review invoices, prepare purchasing and contracting documents, and ensure compliance with legal and policy requirements. Maintain division filing systems, records, templates, and reference materials; serve as the division’s Records Coordinator. Support staff training coordination and maintain documentation of training and professional development. Coordinate communication between division leadership, other ODFW divisions, external agencies, and the public. Schedule meetings, prepare travel arrangements, draft meeting minutes, and represent the Division Administrator as needed. Support special projects, audits, inventory processes, contracting needs, policy updates, and division‑wide initiatives.
Requirements
- One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.
Nice To Haves
- Administrative and organizational experience managing calendars, meetings, travel, filing systems, and complex workflows while maintaining accuracy and efficiency.
- Confidentiality and discretion experience handling sensitive personnel, budget, and policy information while exercising sound judgment and maintaining strict confidentiality.
- Project and task management experience with independently managing assignments, tracking deadlines, coordinating division-wide activities, and ensuring follow‑through.
- Communication and correspondence experience including drafting minutes, responding to inquiries, coordinating across divisions and agencies, and representing the division professionally.
- Analytical and problem-solving experience including researching emerging issues, interpreting policies, reconciling budgets, validating inventories, and proactively proposing solutions or improvements.
- Technical and systems experience maintaining intranet pages, managing records, processing personnel actions, preparing purchasing documents, and using administrative systems such as SPOTS, inventory systems, budget tools, and document management platforms.
Responsibilities
- Provide confidential administrative support to division leadership, including assisting with policy and procedure implementation.
- Coordinate personnel activities such as recruitments, onboarding documents, personnel actions, and maintaining personnel files.
- Track and reconcile program budgets, review invoices, prepare purchasing and contracting documents, and ensure compliance with legal and policy requirements.
- Maintain division filing systems, records, templates, and reference materials; serve as the division’s Records Coordinator.
- Support staff training coordination and maintain documentation of training and professional development.
- Coordinate communication between division leadership, other ODFW divisions, external agencies, and the public.
- Schedule meetings, prepare travel arrangements, draft meeting minutes, and represent the Division Administrator as needed.
- Support special projects, audits, inventory processes, contracting needs, policy updates, and division‑wide initiatives.
Benefits
- 11 paid holidays a year and a competitive benefits package
- Advancement and learning opportunities that will help grow your career with the State of Oregon
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
