Administrative Assistant 2 Administrative Specialist 2
Administrative Assistant 2 Administrative Specialist 2
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Job Description
Initial Posting Date:
04/07/2025Application Deadline:
04/14/2025Agency:
Oregon Business Development DepartmentSalary Range:
$4203 $5837Position Type:
EmployeePosition Title:
Administrative Assistant 2 (Administrative Specialist 2Job Description:
Note: We are committed to fostering a supportive work environment that promotes worklife balance and flexibility. This hybrid role offers remote work options with the expectation of occasional inoffice presence as needed in our Portland Salem or Pendleton offices to support business operations.
What you will do:
Data and Process Management
Develop and manage multiple databases utilizing Excel PORTFOL and Salesforce. Input project information into the databases as required per department processes. Learn follow and instruct other team members on department processes.
Manage procedures required for notice and recordkeeping of public meetings.
Assist with ongoing maintenance of program websites and spreadsheets for the programs.
Manage program timeline and budget spreadsheets as assigned by the Projects and Services Manager.
Database Management
Verify accuracy of data and quality of information and secure correct information to update the database. Use Portfol data management system to advance projects through payments and data entry. Work with consultants on data management and workflow.
Program and Team Support
Assist teams with research development and implementation of new or revised programs.
Assist with development of public outreach materials including (but not limited to) email written formal correspondence newsletter and PowerPoint presentations.
Disbursement/Reimbursement Requests
Conduct an initial review of funds disbursement or reimbursement invoices to verify dollar figures expenses submitted against the budget for the project signature authority and other regular and required information areas.
May conduct preliminary review for minimum compliance with contract conditions approved scope of work prior disbursement/reimbursement and implementation records accuracy of request against receipts for disbursement/reimbursement of funds and documentation of need for advance funds.
Research and Reports
Gather information on the status of projects and individual team members as requested. Reports may include input or gathering of information from project files and other reports related to project status on an adhoc basis.
Assist team members by tracking progress staff reports proofreading reports and proofreading project contractual agreements upon request. Conduct research and prepare research summaries for business services section on a projectbyproject basis as assigned by Projects and Services.
The ideal candidate will possess a combination of some or all the following skills:
Advanced experience using Microsoft office suite including Word Excel Outlook and PowerPoint.
Experience using databases and reporting software such as PORTFOL and/or Salesforce.
Experience collecting maintaining organizing and reporting data in both an informational and narrative format.
Verify accuracy of data and quality of information and secure correct information to update the database.
Experience in assisting teams with research development and implementation of new or revised programs.
Assist with development of public outreach materials including (but not limited to) email written formal correspondence newsletter and PowerPoint presentations.
Experience conducting an initial review of funds disbursement or reimbursement invoices to verify dollar figures expenses submitted against the budget for the project signature authority and other regular and required information areas.
Please note: if you are interested in applying for this position you must attach your current cover letter and resume to your application. Failure to submit the required resume and cover letter will remove your application from consideration.
What you need to qualify:
Three years of secretarial or administrative support experience that includes coordinating office procedures preparing narrative and statistical reports andadministrative data collection and analysis.
OR
An associate degree in general office occupations and two years ofsecretarial or administrative support experience that includes coordinating office procedures preparing narrative and statistical reports andadministrative data collection and analysis;
OR
An equivalent combination of education and experience.
Business Oregon strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness equity and inclusion to create a workplace environment where everyone is treated with respect and dignity.
Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job and that candidate may be one who comes from a less traditional background. We encourage you to apply even if you dont meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position feel free to contact us to discuss your application.
What Business Oregon does:
Business Oregon is the economic development agency for the state of Oregon. We have about 200 people on our team and we work with communities and businesses. We use our programs and expertise to help businesses grow so they can in turn add jobs diversify the economy and increase Oregon prosperity. We work with communities to enhance and expand infrastructure and community safety with projects such as water/wastewater systems seismic rehabilitation for schools or rural broadband development. This also sets the stage for future business development. Our mission is to invest in Oregons businesses communities and people to promote a globally competitive diverse and inclusive economy all carried out with an agency strategic plan.
The Economic Development Division (EDD) promotes business and economic development opportunities by removing barriers to business growth and job creation/retention. The EDD division services include assisting Oregon businesses and communities to access State incentive programs for public and private sectors. Incentive programs and assistance include business finance programs global trade assistance infrastructure financing and other community and economic development programs. Recruitment Officers Regional Development Officers Global Trade Specialists analysts program specialists and coordinators and loan officers work collectively in partnership with Oregon businesses and local communities to achieve the States economic development goals.
How to Apply Please Note: Applications must be submitted no later than 11:59 PM PST on April 14 2025.
If you are a current State of Oregon employee you must apply through your employee Workday account through Jobs Hub.
Click the Apply button above to complete your online application.
Attach your current cover letter and resume. Failure to submit the required resume and cover letter may remove your application from consideration. Clearly demonstrate in your cover letter how you meet all the minimum qualifications and requested skills listed above.
You may attach your cover letter and resume at the beginning of process or at the end of process of completing your workday application.
Complete the questionnaire. Warning Workday will timeout due to inactivity and will not save your application progress unless you use the save for later function. If you need to take a break please be sure to click the save for later button to save your progress.
Be sure to check Workday and your email for additional tasks and updates. After hitting submit there may be additional required tasks for you to complete prior to the announcement closing.
The candidates whose work experience most closely matches the qualifications and skills of this position will be invited to interview.
Whats in it for you:
Family Friendly Work Life Balance: Paid time off 11 holidays 3 personal days & optional short and longterm disability benefits.
Take Care of Yourself and Your Family: Comprehensive employee benefits choice of medical plans vision plan life insurance employee assistance program.
Invest in Your Future: Pension plan deferred comp short and longterm disability plan flexible spending accounts for healthcare and dependent care.
Be Appreciated: Employee recognition events agency unique employee recognition program allowing for additional leave options such as vacation buyout and sick leave rollover dynamic employees doing impactful work.
Inclusion: At Business Oregon we value community and foster a sense of belonging for our employees.
Additional Information:
Per the Pay Equity Law passed in 2017 a pay equity analysis will be conducted to determine what pay step the successful candidate will be analysis will be based on the relevant experience education training and certifications documented in the application materials.
It is our policy to provide reasonable accommodations to all applicants who may need them. Should you need assistance or an accommodation please contact Lies Wattimena at to discuss how we can best meet your needs.
Veterans Preference Eligible veterans who meet the qualifications will be given veterans preference. If you checked that you are a veteran we will ask you for your documents later in the process. Click on the Veterans Preference link for additional information.
Criminal Records Check Hiring of the successful candidate will be contingent upon the results of a Criminal Background Check. Adverse background data may be grounds for immediate disqualification.
Work Authorization Business Oregon does not offer visa sponsorship. Within three days of hire all applicants will be required to complete the US Department of Homeland Securitys Form I9 confirming authorization to work in the United States.
This recruitment will be used to establish a list of qualified candidates to fill the current position and may be used to fill future vacancies as they occur.
This position is a classified fulltime position nonexempt and is not represented by a union.
PERS This is a PERS qualifying position. After a sixmonth waiting period eligible Management Service Executive Service and Unrepresented employees will have their base pay increased by 6.95 and the 6 PERS contribution deducted from their base pay rather than a direct 6 contribution by the State of Oregon to the employees PERS account. This will mirror the bargained SEIU and AFSCME PERS process.
Are you looking to live in and experience Oregon Learn more about life in Pendleton Salem and Portland.
Need help
We invite you to contact the recruiter for application questions or jobspecific questions.
The recruiter for this position is Janeen Hilbrink HR Analyst. If you contact the recruiter please include the job requisition (REQ) number at the top of this job post.
Email:
Phone (call or text):
Applicant FAQ
Business Oregon Career Opportunities
Business Oregon is an Equal Opportunity Affirmative Action Employer.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
