Administrative Specialist

Full job description Initial Posting Date:
04/15/2024 Application Deadline:
04/23/2024 Agency:
Oregon Health Authority Salary Range:
$3,948 - $5,483 Position Type:
Employee Position Title:
Administrative Specialist 2 Job Description:
Attention current State of Oregon employees: To apply for posted positions, please close this window, and log into your Workday account and apply through the Career worklet.
Please attach a current version of your resume and a cover letter that addresses the points listed under the section titled What We Are Looking For.
PLEASE NOTE: Resumes, cover letters and all other documents must all be uploaded at one time. When uploading a resume, please upload any other documents in the same area/field.
The Oregon Health Authority (OHA) has a fantastic opportunity for an Administrative Specialist (AS2) to join an excellent team. This is a full-time, permanent, classified position with the Health Policy and Analytics Division.
What you will do!
The Administrative Specialist (AS2) performs a variety of technical, analytical, and administrative support duties in providing responsible staff support for the assigned managers and program areas. They assist in identifying problems through research, collection, and analysis of data, and preparing technical solutions and alternatives. This position will provide dedicated administrative support to the Health Analytics section as well as the Office of Health Information Technology. They will be responsible for providing support and coordination around scheduling, calendar management, meeting coordination, project and duty tracking and direct support to managers who perform critical work in these areas.
Work Location: The position currently has options for remote or hybrid options for candidates who have full access to the needed technology and can report on-site as needed. There are times that the work may need to be conducted at a state office building. Work location may be changed at any time at the discretion of the hiring manager. This is a fast-paced environment that may require the ability to work after hours when necessary. This position may require occasional travel to Salem and around the state. When in the office, the work environment is typically an open and cubical office setting with significant use of computer and phone. Some overtime may be required. Conform to numerous short deadlines throughout the year. Requires working with a wide variety of people and situations, which may occasionally expose the employee to difficult situations requiring diplomacy.
Please click the link below to view the position description.
What's in it for you?
We offer a workplace that balances productivity with enjoyment; and we promote an atmosphere of mutual respect, dedication, and enthusiasm. You will collaborate in an open office and/or work remotely with a team of bright individuals who work in remote locations. We offer full medical, vision and dental
with paid sick leave, vacation, personal leave and eleven paid holidays per year plus pension and retirement plans
. If you're driven by the passion to do something meaningful that changes lives, the Oregon Health Authority
is the place for you. This position falls under the Administrative Specialist (AS2) AA Rate Pay Range for this position is $3,948.00-$5,483.00USD Monthly.


The Oregon Health Authority is committed to developing and promoting culturally and linguistically appropriate programs and a diverse and inclusive workforce representing the diversity, culture, strengths, and values of the people of Oregon. Click here
, to learn more about OHA's mission, vision, and core values. OHA is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information, or any other protected class under state or federal law. What we are looking for:
Minimum Qualifications
Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;
OR An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;
OR An equivalent combination of education and experience.

Desired Attributes:
Excellent MS Office skills (Excel, Word, Publisher, PowerPoint) Demonstrated experience supporting a matrixed team or working in a matrixed environment preferred. Proven proficiency in staffing public committees, workgroups, or meetings preferred. Extensive track record of drafting meeting materials (e.g., agendas, minutes) preferred. Possess substantial expertise in coordinating tracking systems or other compliance monitoring preferred. Proficient in navigating Oregon Administrative Rules or other similar regulatory processes preferred. Skilled in problem-solving, with documented experience. Experience in effective communication with interested parties or members of the public. Prefer experience working independently in a remote work environment, with demonstrated experience. Experience with assisting managers to achieve operational goals by supporting program work, committees, and other initiatives. Track record resolving logistical issues and determining appropriate courses of action based on interpretation of established rules and regulations, showcasing extensive knowledge and compliance with regulatory standards. Exhibit extensive evaluation and problem-solving skills to address coordination within the office, between other OHA offices, and with external partners and interested parties. Expertise to establish and maintain office procedures and other controls; make recommendations for improvements to enhance operational efficiency. Efficiently implement management-approved recommendations, demonstrating demonstrated capability in executing recommended strategies. Experience with assisting managers, staff, and internal and external partners with report production, editing, and formatting. Exhibit skilled management of project resources by maintaining project plans and developing tools, trackers, and visuals to support project implementation, data availability, and other coordinating documents. Demonstrate extensive experience in calendar management by coordinating and scheduling internal and external meetings, managing complex schedules and calendars related to project timelines. Possess proficiency in research coordination by finalizing research project packets and coordinating and implementing the research needs of supported staff. Proven competence in data management and reporting by assisting in the collection, display, and reporting of data in both narrative and quantitative formats. Proficiency in written communication and document composition by researching information and composing correspondence, reports, memos, and other documents. How to apply:
Complete the online application
Complete questionnaire
Upload Resume (Required)
Upload Cover Letter (Required explain how your professional, educational, and personal (lived) experience qualifies you for this position)
This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.
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. Need Help?
If you need assistance to participate in the application process, including an accommodation request under the American with Disabilities Act contact: Tracy Blach at or Additional Information
Please monitor your Workday account, as all communication will be sent to your Workday account. You must have a valid e-mail address to apply. If you are a veteran, you may receive preference. Click here
for more information about veterans' preference. If you checked that you are a veteran, we will ask you for your documents later in the process. We do not offer VISA sponsorships or transfers at this time – unless specifically noted. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the Oregon Health Authority (OHA), Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment. Please only attach documents that are related to the position. Additional documents that are attached will not be reviewed. Applicant Help and Support
webpage
The Oregon Health Authority is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate based on protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants based on their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience, and training for this position.
Oregon Health Authority (OHA) does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. OHA is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.
The Oregon Health Authority is an equal opportunity, affirmative action employer committed to work force diversity.