Administrative Assistant

• Provide essential administrative and operational support to the Aid and Assist, Community Restoration Evaluation Unit.
• Ensure the smooth flow of information, documentation, and communication across teams and partners statewide.
• Strengthen unit operations, maintain compliance, and support staff and leadership.
• Drive effective program activities that serve adults throughout Oregon’s behavioral health system.

Forensic Services Program Support – Administrative Specialist 1

• Provide centralized administrative support to the Project Management team by coordinating project documentation, administrative workflows, and production support activities
• Ensure project information is accurate, complete, timely, and compliant with Neil Kelly standards

Production Administrative Assistant

• 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.

Administrative Specialist

• Help new customers establish platform credentials with our various partners
• Provide responsive customer support by diagnosing issues, troubleshooting problems, and delivering effective solutions to ensure a positive user experience
• Collect proper documentation and forms to maintain customer files accurately and consistently in accordance with department workflows and procedures
• Update customer information in our internal databases, on carrier platforms, and carrier partners
• Task and pend to ensure timely and accurate processing, follow up as needed
• Contribute or create a standard operation procedure for each process to be shared amongst your team for training and reference
• Provide clear communication and documentation of workflow status
• Respond to inquiries in a timely and professional manner

Junior Operations Assistant – Administrative Coordinator

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• Provide administrative support to the Manufactured Home Ownership Documents System (MHODS) Program
• Reviewing and processing documents
• Organizing information, materials and systems
• Assisting with administrative support functions such as performing a cursory review of plans submitted to ensure all necessary information has been submitted to expedite the plan review process
• Assisting with taking in plans and selling a full range of permits to construction contractors and the general public
• Assisting with the MHODS process to ensure applications are processed and documents are issued in a timely manner

Manufactured Structure Ownership Specialist – Administrative Specialist 1

• Oversee daily office operations, including maintaining supplies, managing correspondence, and ensuring a clean and organized workspace.
• Serve as the primary point of contact for internal and external communications, including phone calls, emails, and visitor interactions.
• Ensure efficient day-to-day operations, maintaining a well-organized and fully supplied office environment.
• Manage fleet maintenance and logistics effectively.
• Assist in coordinating resources (team members, equipment, materials) and formatting deliverables for projects.
• Organize important documents, contracts, and project files.
• Assist supervisors and Department leader in the onboarding process for new hires, including coordinating gifts, orientation lunch, workspace setup, introduction to office layout and colleagues, and a welcome announcement.
• Manage the process of sending and receiving certified mail for important project-related documents.
• Track and document certified mail receipts for record-keeping purposes.
• Prepare and edit documents, reports, and presentations.
• Maintain accurate records and filing systems.
• Assist with planning and execution of company events, meetings, and projects.
• Deliver excellent customer service to clients, vendors, and employees, resolving inquiries promptly.

Administrative Coordinator

• Provide high-level support to school staff and be an integral part of the classified staff.
• Enter data into the online student information system.
• Assist K-12 Administrators with student placement, student club placement, attendance reports, projects such as the graduation program, course catalog, students of the month, and other clerical tasks as assigned.
• Greet and assist staff, students, families, and visitors both in person and by phone; this includes routing calls, relaying messages, receiving and directing visitors, and determining priority matters promptly and courteously.
• Attend program and department staff meetings to stay fully informed about school activities and efforts, to improve skills, and maintain frequent lines of communication.
• Maintain pertinent records.
• Performs all functions within FERPA regulations.
• Cultivate and model a respectful work and learning environment.
• Self-starter who also works well in a team.
• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Providing reception at the front desk as necessary.
• Prompt and regular attendance.
• Additional duties as assigned.

Administrative Assistant jobs in Oregon

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