Office Manager (Executive Support Specialist 2)

Initial Posting Date:

Application Deadline:

Agency:

Salary Range:

Position Type:

Position Title:

Job Description:

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. In this role, you will:

• 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.

For a full review of the position details, duties and working conditions, click here

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.

• 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 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%
• This recruitment will be used to establish a list of qualified people to fill the current vacancy and may be used to fill other vacancies as they occur
• State of Oregon Employees, must apply through their employee Workday account.
• Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline
• First time applying to the State of Oregon? Consider utilizing a WorkSource Oregon Resource event! You can also view this video or this knowledge article for assistance.
• Reasonable accommodation for interviews will be provided upon request to individuals with disabilities
• The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submittal. These questions are necessary to complete the application process
• If you are experiencing difficulty applying for this position or have questions, please call 503.947.6051 and ask to speak to a recruiter

• The employee in this position will be represented by the Service Employees International Union (SEIU) and will be subject to all terms and conditions of the collective bargaining agreement. Pay and benefits on all job listings may change without notice
• Finalists are subject to both a criminal history and motor vehicles check. Adverse background and/or driving information may disqualify you from further consideration
• Within three days of hire, applicants will be required to complete the U.S. Department Homeland Security's I-9 form confirming authorization to work in the United States. ODFW participates in E-Verify. ODFW is not able to support VISA sponsorships
• Veterans’ and Oregon National Guard preference: Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.

How to Set Job Alerts | Workday Applicant FAQ | Oregon Job Opportunities Webpage | Classification and Compensation |Ready to Relocate to Oregon | Carpool Matching Tool: Get There Oregon

More information about our agency can be found on our social media accounts: Facebook, Instagram, Youtube,  and at myodfw.com and http://www.dfw.state.or.us/