Administrative Specialist

Oregon Department of Human Services

Administrative Specialist providing support to economic development programs at Business Oregon. Managing project documentation and ensuring compliance with state regulations while fostering a collaborative team environment.

Posted 7/16/2026full-timeSalem • Oregon • 🇺🇸 United StatesJuniorMid-Level💰 $3,796 - $5,189 per monthWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong administrative support capabilities, including records processing, data management, and compliance with State laws and regulations. Proficient in using Microsoft Office tools to generate reports and track project data efficiently.

Highest-signal resume keywords

Records ProcessingData ManagementMicrosoft Office ProficiencyProject SupportCompliance Assurance

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Records ProcessingData EntryDocument GenerationReport CompilationPreliminary ReviewProofreadingProject ManagementAttention to DetailOperational Process Improvement

Soft Skills

Effective PrioritizationTeam CollaborationIndependent WorkAdaptabilityCommunication

Tools & Technologies

Microsoft ExcelDatabases

Certifications & Qualifications

Associate Degree in General Office Occupations

Industry Keywords

Child Care Infrastructure FundBusiness OregonState Laws and Regulations

About the role

Key responsibilities & impact

Provide primary support for the Child Care Infrastructure Fund team in development and implementation of the fund.
Provide support as part of a pool of administrative specialists that assist with completing necessary project development and management activities required by various Business Oregon funding programs.
Conduct preliminary reviews of applications, invoices, project files, etc., to help with the project loads of the Regional Staff, and to help assure that recipients comply 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, processing 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 for Business Oregon.

Requirements

What you’ll need

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data
An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data
An equivalent combination of education and experience.
Skilled in managing competing priorities and deadlines through effective prioritization and tracking projects and tasks with careful attention to detail.
Ability to work both independently and as part of a team to successfully complete various tasks and responsibilities in a fast-paced environment.
Experience providing support on a regular and ad hoc basis to diverse teams and across multiple sections or programs within an organization.
Experience processing and filing documentation while closely following defined procedures and established guidelines.
Experience conducting preliminary review and final proof reading of applications, invoices, project files, etc. to help ensure compliance with State laws and regulations.
Experience with entering and managing program or project data and generating and compiling various reports from databases.
Intermediate or above proficiency in the use of Microsoft Office tools, including developing or modifying Excel spreadsheets, to track, organize, and maintain program data, timelines, and records.

Benefits

Comp & perks

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)
public service loan forgiveness
training and professional development