Office Manager; Executive Support Specialist

MAKE A DIFFERENCE IN OREGON’S NATURAL RESOURCES! As an Office Manager (Executive Support Specialist) in Salem, Oregon, you will be central to the smooth operation of the Habitat Division. Your work will support division leadership, enhance internal coordination, and help keep major initiatives moving.

• Provide confidential administrative support to division leadership, including assisting with policy and procedure implementation.
• Coordinate personnel activities such as recruitments, onboarding documents, personnel actions, and maintaining personnel files.
• Track and reconcile program budgets, review invoices, prepare purchasing and contracting documents, and ensure compliance with legal and policy requirements.
• Maintain division filing systems, records, templates, and reference materials; serve as the division’s Records Coordinator.
• Support staff training coordination and maintain documentation of training and professional development.
• Coordinate communication between division leadership, other ODFW divisions, external agencies, and the public.
• Schedule meetings, prepare travel arrangements, draft meeting minutes, and represent the Division Administrator as needed.
• Support special projects, audits, inventory processes, contracting needs, policy updates, and division‑wide initiatives.

The above statements are intended to describe the general nature and level of work being performed. They are not an exhaustive list of all responsibilities and duties required.

The salary listed is the non‑PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95%.

The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

The job posting closes at 11:59 PM (PDT/PST) on the close date.

• 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.

• Administrative and organizational experience managing calendars, meetings, travel, filing systems, and complex workflows while maintaining accuracy and efficiency.
• Confidentiality and discretion experience handling sensitive personnel, budget, and policy information while exercising sound judgment and maintaining strict confidentiality.
• Project and task management experience with independently managing assignments, tracking deadlines, coordinating division‑wide activities, and ensuring follow‑through.
• Communication and correspondence experience including drafting minutes, responding to inquiries, coordinating across divisions and agencies, and representing the division professionally.
• Analytical and problem‑solving experience including researching emerging issues, interpreting policies, reconciling budgets, validating inventories, and proactively proposing solutions or improvements.
• Technical and systems experience maintaining intranet pages, managing records, processing personnel actions, preparing purchasing documents, and using administrative systems such as SPOTS, inventory systems, budget tools, and document management platforms.

With Oregon’s changing demographics, a workforce that reflects this change will make us stronger and create an opportunity for better decision…