Administrative Specialist (Administrative Specialist 1)

Initial Posting Date: 09/26/2024 Application Deadline: 10/10/2024 Agency: Oregon Business Development Department Salary Range: $3,475 - $4,751 Position Type: Employee Position Title: Administrative Specialist (Administrative Specialist 1) Job Description: Business Oregon , the state’s economic development agency, is currently hiring one full time Administrative Specialist (Administrative Specialist 1) position with the Cultural Trust team. Are you a positive, up-beat, go getter who can adapt to change? Are you detail oriented? Do you enjoy working with a diverse group of people daily? This is an inviting opportunity for you to join our team! Note: We value our employees and want to encourage work-life balance and flexibility. This position will primarily work in the Salem office and may have the ability to work remotely occasionally. What you will do: Support the Cultural Trust donation process. Act as the primary point of contact for donors who need support in making their donation through the Trust online platform, check or phone. Coordinate the preparation and distribution of all program materials, reports, and documents to cultural nonprofits and partners across the state. Accept and record Cultural Trust donations checks or credit card donations in the donor database, process mail, prepare and mail tax receipts. Monitor to ensure accurate entry of new donor and contact records. Maintain confidential records. Support year end reconciliation of internal accounting and Oregon Treasury accounting. Train and provide lead support to temporary staff during donation peak season (in the Fall annually) including assigning and distributing work. Attend and provide administrative support for Arts Program meetings including organizing meetings, taking meeting minutes, and conducting follow up reporting and analysis. Recognize the value of individual and cultural differences; structure activities and communication to promote and foster a diverse workforce; and actively engage in working toward achieving the agency’s DEI objectives and goals Business Oregon strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position, feel free to contact us to discuss your application. The ideal candidate will possess a combination of some or all of the following skills: Self-direction and the ability to work with limited supervision. Strong interpersonal skills and experience working with diverse groups of individuals. Arts administration and/or fundraising experience. Excellent written and oral communication skills. Intermediate skill level with MS Word, Excel, Outlook, and TEAMS. Specifically, strong skills in Excel and donor management software. Demonstrates a strong attention to detail and highly organized in a constantly evolving environment. Please note: if you are interested in applying for this position, you must attach your current cover letter and resume to your application. Failure to submit the required resume and cover letter will remove your application from consideration. What you need to qualify: 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 Business Oregon does: Business Oregon is the economic development agency for the state of Oregon. We have about 180 people on our team, and we work with communities and businesses. We use our programs and expertise to help businesses grow, so they can in turn add jobs, diversify the economy, and increase Oregon prosperity. We work with communities to enhance and expand infrastructure and community safety with projects such as water/wastewater systems, seismic rehabilitation for schools, or rural broadband development. This also sets the stage for future business development. Our mission is to invest in Oregon’s businesses, communities, and people to promote a globally competitive, diverse, and inclusive economy, all carried out with an agency strategic plan. The Oregon Arts Commission provides leadership, funding and arts programs through its grants, special initiatives and services. Nine commissioners, appointed by the Governor, determine arts needs and establish policies for public support of the arts. The Arts Commission became part of the Oregon Business Development Department (Business Oregon) in 1993, in recognition of the expanding role the arts play in the broader social, economic and educational arenas of Oregon communities. In 2003, the Oregon legislature moved the operations of the Oregon Cultural Trust to the Arts Commission, streamlining operations and making use of the Commission’s expertise in grant making, arts and cultural information and community cultural development. The Arts Commission is supported with general funds appropriated by the Oregon legislature and with federal funds from the National Endowment for the Arts as well as funds from the Oregon Cultural Trust. The Oregon Cultural Trust is a unique statewide funding initiative to build a permanent endowment to preserve and strengthen culture for all Oregonians. The Oregon Cultural Trust works to protect and stabilize Oregon's Cultural resources, expand public access to use to and use of Oregon's cultural resources and enhance the quality of those resources; and ensure Oregon's cultural resources are strong and dynamic contributors to Oregon's communities and quality of life. How to Apply Please Note: Applications must be submitted no later than 11:59 PM PST on Thursday, October 10, 2024 If you are a current State of Oregon employee, you must apply through your employee Workday account through Jobs Hub. Click the “Apply” button above to complete your online application. Attach your current cover letter and resume. Failure to submit the required resume and cover letter may remove your application from consideration. Clearly demonstrate in your cover letter how you meet all the minimum qualifications and requested skills listed above. You may attach your cover letter and resume at the beginning of process or at the end of process of completing your workday application. Complete the questionnaire. Warning – Workday will timeout of inactivity and will not save your application progress. You must submit your application after you begin the process. There is now a “save for later” function, if you need to take a break, please be sure to click the save for later button to save your progress. Be sure to check Workday and your email for additional tasks and updates. After hitting submit there may be additional required tasks for you to complete prior to the announcement closing. The candidates whose work experience most closely matches the qualifications and skills of this position will be invited to interview. WHAT’S IN IT FOR YOU: Family Friendly Work Life Balance: Paid time off, 11 holidays, 3 personal days & optional short- and long-term disability benefits. Take Care of Yourself and Your Family: Comprehensive employee benefits, choice of medical plans, vision plan, life insurance, employee assistance program. Invest in Your Future: Pension plan, deferred comp, short- and long-term disability plan, flexible spending accounts for healthcare and dependent care. Be Appreciated: Employee recognition events, agency unique employee recognition program allowing for additional leave options such as vacation buy-out and sick leave roll-over, dynamic employees doing impactful work. Inclusion: At Business Oregon, we value community and foster a sense of belonging for our employees. Additional Information: 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. It is our policy to provide reasonable accommodations to all applicants who may need them. Should you need assistance, or an accommodation please contact Employee Services at: Lies.Wattimena@Biz.Oregon.gov to discuss how we can best meet your needs. Veterans’ Preference - Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, we will ask you for your documents later in the process. Click on the Veterans’ Preference link for additional information. Criminal Records Check - Hiring of the successful candidate will be contingent upon the results of a Criminal Background Check. Adverse background data may be grounds for immediate disqualification. Work Authorization - The Oregon Business Development Department (dba Business Oregon) 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. This recruitment will be used to establish a list of qualified candidates to fill the current position and may be used to fill future vacancies as they occur. This position is a classified service, full-time position, non-exempt and is not represented by a union. PERS – This is a PERS qualifying position. After a six-month waiting period eligible Management Service, Executive Service, and Unrepresented employees will have their base pay increased by 6.95% and the 6% PERS contribution deducted from their base pay rather than a direct 6% contribution by the State of Oregon to the employees PERS account. This will mirror the bargained SEIU and AFSCME PERS process. Are you looking to live in and experience Oregon ? Learn more about life in Pendleton , Salem , and Portland . Need help? We invite you to contact the recruiter for application questions or job-specific questions. The recruiter for this position is Sarah Flores If you contact the recruiter, please include the job requisition number: REQ-166147 Email: Sarah.J.Flores@Biz.Oregon.Gov Phone (call or text): 458-221-0205 Applicant FAQ Business Oregon Career Opportunities Business Oregon is an Equal Opportunity, Affirmative Action Employer.