Administrative Specialist

Responsibilities

• 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.

• 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 proofreading 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.

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.