Administrative Assistant 2

Initial Posting Date:
04/07/2025

Application Deadline:
04/14/2025

Agency:
Oregon Business Development Department

Salary Range:
$4,203 - $5,837

Position Type:
Employee

Position Title:
Administrative Assistant 2 (Administrative Specialist 2)

Job Description:

Business Oregon the state's economic development agency, is currently hiring an Administrative Assistant 2 (Administrative Specialist 2). This position will provide program coordination and assistance to the entire Economic Development Division, and will serve as support in completion of technical work and project processes to ensure program processes follow state and federal regulations and compliance. This position will also participate in program outreach and resource.

Note: We are committed to fostering a supportive work environment that promotes work-life balance and flexibility. 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.

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 record-keeping 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) e-mail, 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 ad-hoc 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 project-by-project 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) e-mail, 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, 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.

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 don't 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 Oregon's 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 State's 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. What's in it for you:
•   Family Friendly Work Life Balance : Paid time off, 11 holidays, 3 personal days & optional short- and long-term 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 long-term disability plan, flexible spending accounts for healthcare and dependent care.
•   Be Appreciated : Employee recognition events . click apply for full job details