Administrative Specialist (Administrative Specialist 1)

About the role

The Administrative Specialist (Administrative Specialist 1) supports the Child Care Infrastructure Fund team and assists with various Business Oregon funding programs. This is a hybrid position with the possibility of remote work, but with an expectation of one day per week in-office presence.

Responsibilities

• Provide primary support for the Child Care Infrastructure Fund team in development and implementation of the fund.
• Support as part of a pool of administrative specialists in completing project development and management activities.
• Conduct preliminary reviews of applications, invoices, project files, etc., to help Regional Staff and ensure compliance with State laws and regulations.
• Process incoming and outgoing mail, distribute and file documents, and enter required data in the agency's databases.
• Generate and compile various reports from databases, process contract letters and grant and loan agreements, and process approved requests for disbursement of funds.
• Provide feedback and recommend changes to operational processes to increase efficiency and improve performance measures.

Requirements

• Two years of secretarial or basic administrative support experience, or an associate degree in general office occupations, or an equivalent combination of education and experience.
• Skilled in managing competing priorities and deadlines, with attention to detail.
• Experience working with diverse teams and multiple programs.
• Experience with records processing, generating documents, and filing.
• Intermediate proficiency in Microsoft Office tools, including Excel.

Qualifications

• Minimum qualifications include two years of secretarial or basic administrative support experience, or an associate degree in general office occupations, or an equivalent combination of education and experience.
• Must meet all minimum qualifications and requested skills listed in the "Requested Skills" section.

Skills

• Effective prioritization and tracking of projects and tasks.
• Ability to work independently and as part of a team.
• Experience providing support on a regular and ad hoc basis to diverse teams and across multiple sections or programs.
• Intermediate or above proficiency in Microsoft Office tools.
• Experience conducting preliminary reviews and final proofreading of applications, invoices, project files, etc.
• Experience with entering and managing program or project data and generating and compiling various reports from databases.
• Ability to provide feedback and recommend changes to operational processes to increase efficiency and improve performance measures.

Benefits

Work/life balance, generous benefit package, 11 paid holidays a year, 3 paid personal days, flexible work schedules, paid leave, employer contribution retirement plan (PERS).

Pay

Salary range: $3,796 - $5,189

Schedule

This is a hybrid position with the possibility of remote work, but with an expectation of one day per week in-office presence.