Administrative Specialist 1 (Program Assistant)

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Job Description:

Are you looking to join a team of passionate professionals? Do you have a quality general knowledge of data entry, customer service, attention to detail, and able to multitask? Apply today and begin your career as an Office Specialist. The Oregon Department of Agriculture Insect Pest Prevention Management (IPPM) Program Area. is currently recruiting for an Administrative Specialist 1 (Program Assistant) position.

What you’ll be doing

As the Administrative Specialist 1 (Program Assistant) you will provide primary administrative support to the Insect Pest Prevention & Management program. This position:

• Assists customers with answering frequently asked questions on program projects

• Enters trapping/survey/treatment consent forms from residents

• Assists with apiary registration questions or processes

• Tracks and enters grant application packets into federal systems

• Coordinates and uploads semi-annual and annual reports for grants

• Assists with multiple on-boarding’s of new employees

• Organizes interview times for the program

• Schedules events on behalf of program

• Composes and compiles meeting notes for the program and hosted meetings

• Prepares documents, tracks travel forms

• Reviews and edits correspondence, documents and administrative rules for accuracy and content

• The AS1acts as the workforce liaison and processes new staff I9 verification during on-boarding. This requires following directions from Human Resources, tracking tasks in the Workday Human Resource Information System (HRIS), and the ability to check new employee Identification documents for employment verification to work in the United States.

 The Administrative Specialist 1 (Program Assistant) is a full-time permanent position, there is NOT an option for remote or hybrid work for this position, this position follows a Monday through Friday 8 AM to 5 PM work schedule. This position is located at the North Valley Complex in Wilsonville, Oregon.

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What we’re looking for:

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.

OR

An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.

OR

An equivalent combination of education and experience.

What we are looking for (Desired Attributes):

• Skill in performing a variety of clerical functions.

• Skill in communicating orally and in writing with a variety of people, answering questions, gathering and exchanging information.

• Skill in organizing work efficiently and exercising independent judgment in making appropriate decisions concerning work methods.

• Skill in applying specific, rules, regulations, policies, and procedures to work performed.

• Excellent attention to detail.

• Ability to remain objective and analyze a problem from multiple angles before coming to a conclusion.

• Focus on providing excellent service to both internal and external customers.

• Demonstrated work experience in Microsoft Office.

• Demonstrated personal interest in agriculture, natural resources, biology, ecology, entomology, or related field. We find that people who have a passion for what we do here in IPPM are happier and more successful employees.

How to apply:

A resume and cover letter are required to move to the next stage of consideration for this position.

• Ensure your application shows your relevant work experience and/or related education; this may be in the form of a filled-out application and/or through an attached resume.

• Upon submitting your application, please be sure to check your Workday account for additional tasks to complete such as questionnaires and to request veteran’s preferences (if applicable).

How are candidates selected?

The selection process consists of a review of your application and an evaluation of your education, experience, training, and overall professionalism of your application materials.  Candidates that follow the application directions, submit what is required and provide us with credentials that showcase their skills and how they meet the minimum qualifications will be invited to an interview. Resumes will not replace the completed job history experience in Workday.  We will only review documents that are requested. Because details are extremely important to us, your application materials will be evaluated for grammar, spelling, and punctuation. 

Learn more about the Oregon Department of Agriculture:

At the Oregon Department of Agriculture (ODA), employees work with a dynamic and supportive team of mission-focused individuals tasked with ensuring healthy natural resources, environment, and economy for Oregonians now and in the future through inspection and certification, regulation, and promotion of agriculture and food. Diversity, Equity, and Inclusion are embedded in the Department of Agriculture core values. Employees at all levels of the agency work together to foster fairness, equity, inclusion, and belonging. The department strives to be a model employer committed to promoting diversity, equity, and inclusion. Learn more about what we do here.

What’s in it for you

The State of Oregon offers a competitive and affordable health and benefits package, including excellent medical, vision and dental coverage, paid holidays off, and personal business leave, as well as paid and accrued vacation leave and sick leave. In addition to standard medical benefits and employee leave, the state also provides additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses. More information is available from the Public Employees Benefit Board.

Additional Information:

• Current state employees, please apply through your employee Workday account.

• 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 offered.  The analysis will be based on the relevant experience, education, training, and certifications documented in the application materials.  On average, candidates new to state service will most likely be offered compensation in the lower to mid-level of the salary range.

• Please review the Classification and Compensation page for more details on the classification, or you may visit our website for information on the job offer process following pay equity. Prior to making a job offer, an internal pay equity assessment will be completed. The successful candidate’s professional experience and education will be compared to the state employee workforce performing work of a comparable character to determine appropriate placement in the salary new to state service typically receive a salary within the first half of the salary range.

NOTE: Please ensure you’ve provided a thorough and updated application as it pertains to the position for which you are applying. Your application materials will be used to determine salary based on a pay equity assessment.  For further information, please visit the Pay Equity Project homepage.

United States Employment Eligibility: The Oregon Department of Agriculture does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. The Oregon Employment Department is an E-Verify employer. If you are the successful candidate, you must present your I-9 acceptable documents (See page 3) for employment verification.

Questions/Need Help?

If you have questions about the recruitment or need an accommodation for the recruitment process, please contact mail to: oda.recruitment@oda.oregon.gov or call 503-986-4584.