Experienced Administrative Support Professional – Administrative Specialist 2 for Economic Development Division

Introduction to Business Oregon and the Role

Business Oregon, the state's economic development agency, is seeking a highly skilled and motivated Administrative Specialist 2 to join our team. As a key member of the Economic Development Division, you will play a vital role in providing program coordination and assistance to drive success. This hybrid role offers remote work options, with the expectation of occasional in-office presence as needed in our Portland, Salem, or Pendleton offices to support business operations. If you are a detail-oriented and organized individual with excellent communication skills, we encourage you to apply for this exciting opportunity.

Job Summary

The primary purpose of this position is to provide administrative support to the Economic Development Division, ensuring program processes follow state and federal regulations and compliance. As an Administrative Specialist 2, you will assist with scheduling meetings and travel, research, development, and implementation of new or revised programs. You will also input project information into the Department's data system, verify accuracy of data, and secure correct information to update the database. Your strong analytical skills will be utilized to conduct initial reviews of funds disbursement or reimbursement invoices, ensuring compliance with contract conditions and approved scope of work.

Key Responsibilities

• Assist with scheduling meetings and travel, research, development, and implementation of new or revised programs
• Input project information into the Department's data system (Salesforce or alternative) and verify accuracy of data
• Conduct initial reviews of funds disbursement or reimbursement invoices to ensure compliance with contract conditions and approved scope of work
• Assist with ongoing maintenance of program websites and spreadsheets for the programs
• Manage program timeline and budget spreadsheets as assigned by the Project and Services Manager
• Participate in program outreach and resource development
• Use data management system to advance projects through payments and data entry
• Work with consultants on data management and workflow

Essential Qualifications

To be successful in this role, you will need to possess a combination of the following skills and qualifications:

• 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
• Strong analytical and problem-solving skills to identify and resolve complex issues
• Excellent written and verbal communication skills, with the ability to build professional relationships and handle diverse interactions effectively
• Highly organized, capable of managing multiple tasks and priorities while engaging with the community and reporting data accurately
• Adaptable to changing environments, with the ability to take initiative to drive improvements and navigate challenges while maintaining compliance with rules and procedures
• Proficient in Microsoft Office Suite and document/report writing software, with experience in clerical tasks and adherence to policies and procedures

Preferred Qualifications

• Experience working in a fast-paced environment with multiple priorities and deadlines
• Knowledge of state and federal regulations and compliance requirements
• Experience with data management systems and workflow processes
• Strong community engagement and outreach skills

Career Growth Opportunities and Learning Benefits

At Business Oregon, we are committed to fostering a supportive work environment that promotes work-life balance and flexibility. As an Administrative Specialist 2, you will have the opportunity to develop your skills and knowledge in a dynamic and innovative environment. You will be part of a team that values community and fosters a sense of belonging for our employees. We offer a range of training and development opportunities to help you grow in your career, including:

• Professional development opportunities to enhance your skills and knowledge
• Mentorship and coaching from experienced professionals
• Opportunities to work on high-impact projects and initiatives
• A collaborative and inclusive work environment that values diversity and promotes equity

Work Environment and Company Culture

Business Oregon is an Equal Opportunity, Affirmative Action Employer. We value community and foster a sense of belonging for our employees. Our agency is committed to creating an inclusive environment that welcomes and values the diversity of the people we serve. We offer a range of benefits and perks, including:

• Family-friendly work-life balance with paid time off, 11 holidays, 3 personal days, and optional short- and long-term disability benefits
• Comprehensive employee benefits, including medical, vision, and life insurance, as well as an employee assistance program
• Investment in your future with a pension plan, deferred comp, and flexible spending accounts for healthcare and dependent care
• Employee recognition events and a dynamic employee recognition program

Compensation, Perks, and Benefits

The salary range for this position is $4,203 - $5,837 per month, commensurate with experience. We offer a range of benefits and perks, including those listed above. As a state employee, you will also be eligible for a range of other benefits, including:

• Paid time off and holidays
• Comprehensive health insurance
• Retirement savings plan
• Employee assistance program

How to Apply

To apply for this exciting opportunity, please submit your application, including your current cover letter and resume, by 11:59 PM PST on January 30, 2025. You can apply online through our website or by contacting the recruiter, Lisa Santiago, at [email protected] or 971-600-4484. Please note that applications must be submitted through our online system to be considered.

Conclusion

If you are a motivated and detail-oriented individual with excellent communication skills, we encourage you to apply for this exciting opportunity. As an Administrative Specialist 2 with Business Oregon, you will be part of a dynamic and innovative team that values community and fosters a sense of belonging for our employees. You will have the opportunity to develop your skills and knowledge in a supportive work environment that promotes work-life balance and flexibility. Don't miss out on this chance to join our team and make a difference in the state of Oregon. Apply now and let's discuss how you can become a vital part of our success story.