Executive Support Specialist 2 (I & E Division Office Manager)

$3,948 - $5,483/Yr

State of Oregon - Salem, OR

Salem, OR

Executive, Legislative, and Other General Government Support

About the position

As an Executive Support Specialist 2 - I & E Division Office Manager in Salem, Oregon, you will provide confidential management assistance to the Information and Education Division Administrator and Deputy Administrator. Duties include overseeing the division's day-to-day operations, ensuring compliance with procurement and purchasing policies, reviewing purchasing documents, and maintaining the agency's policies and procedures related to education and information activities. You will also coordinate with other division administrative support staff, serve as a liaison between field and headquarters staff, write grant requests and manage the division's filing and record-keeping systems.

Responsibilities

• Actively participate with the division's management team and oversee the division's day-to-day operations
• Ensure compliance with procurement and purchasing policies, including timely submission and approval of purchasing documentation
• Review purchasing documents, timesheets, contracts and other documents
• Research, write, interpret and maintain the agency's policies and procedures related to education and information activities
• Coordinate with other division administrative support staff to ensure appropriate coverage is available to handle customer information and public service needs
• Serve as a liaison between field division staff, headquarters division staff and other divisions
• Write grant requests, requests for proposals, personal service contracts and updates to federal contracts
• Manage the division's filing and record-keeping systems
• Monitor division expenditures against budgeted amounts
• Handle confidential correspondence and personnel actions
• Manage general division project workflow
• Maintain confidential records, files and information

Requirements

• One year of experience performing administrative duties in support of agency projects or programs
• Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Nice-to-haves

• Experience managing an office and supervising projects or programs
• Experience developing and monitoring a budget
• Experience overseeing contracts and vendors
• Experience developing and maintaining database and filing systems
• Experience with business correspondence
• Experience managing multiple responsibilities while working in a fast-paced, complex office environment

Benefits

• 11 paid holidays a year
• Cost of Living Adjustment (COLA) increase of 6.55% effective January 1, 2025
• Competitive benefits package