Overview
Administrative Assistant – SEHD Jobs in Manhattan at NYC Careers
Initial Posting Date:
04/23/2024
Application Deadline:
04/30/2024
Agency:
Oregon Business Development Department
Salary Range:
$3,475 – $4,751
Position Type:
Employee
Position Title:
Administrative Assistant (Administrative Specialist 1)
Job Description:
Business Oregon,
the state’s economic development agency, is currently hiring an Administrative Assistant (Administrative Specialist 1). This position will provide primary administrative support for the Business Finance Team.
This position serves as the Administrative Assistant for the 14-member Business Finance Team. The position performs tasks, which may include tasks involving confidential information, supporting the Business Finance Team, using independent judgment to assist with various office, loan and bond functions. Included in the responsibilities for this position is office management, paper and electronic file management, the assurance of the timely and efficient document flow for the various programs, entering required data into the agency’s databases, compiling various reports from the databases, the coordination, scheduling and minute-taking of the Finance Committee meetings, event planning and management, assist with the teams in-state and out-of-state arrangements travel arrangements, and other related tasks. The Administrative Assistant will route financial services inquiries, and maintain the loan and bond databases, and provide assistance in the loan and bond closing processes.
Note: We value our employees and want to encourage work-life balance and flexibility. This position may have the ability to work remotely with required days in the Salem office.
What you will do:
Provide primary administrative support to the Business Finance Team under the direction of the Business Finance Manager, and work as part of the pool of administrative specialists within the Department. Serve as the primary point of contact for the Business Finance Team during absences (travel or meetings).
Communicate verbally and in writing with members of the local and private sector and governmental agencies regarding Business Finance programs. Receive and make phone calls to assist with questions or requests for information; refer calls or messages to other team members or departments when appropriate. Proofread correspondence and documents, and draft routine letters for the Business Finance Manager.
Assist with maintaining Business Finance Manager calendar and scheduling appointments, send emails and meeting requests on behalf of Business Finance Manager, receive and distribute mail and files, order supplies and handouts, maintain equipment. Receive and secure incoming checks/payments and forward to Fiscal in a timely manner for processing. Upon authorized requests from a Business Finance Officer, pull confidential personal and business credit reports from bureaus (or industry reports for companies), and save to client file.
Assist with creation, organization, and maintenance of Business Finance loan files (hard copy and/or electronic); secure all legal and confidential material for loans in fire-proof files; assist with maintenance of department filing systems. Ensure compliance with Records Retention Schedule and archive records/files based on procedures established by the Oregon State Archives; track and maintain lists of archived files.
Coordinate Travel Arrangements: Upon Finance Manager approval, assist with event and/or meeting registration for Business Finance Team members and Business Finance Committee members. Make travel arrangements utilizing department “SPOTS” card, including booking flights, making hotel reservations, and arranging transportation (i.e., airline reservations, car rentals, shuttle services, etc.).
Meeting & Event Coordination: Work with Business Finance Manager to plan and execute meetings in person, online or virtually (i.e., Teams, Zoom or other online platforms). Organize all details of meeting or event, including inviting attendees, arranging for event venue, meeting rooms, catering services, audio/visual equipment, vendors, guest speakers, room setup, transportation, etc. Assist with preparation and distribution of agenda and meeting materials.
Assist with preparation and distribution of agenda and meeting materials. Take minutes during Business Finance Committee meetings and take notes during information/work sessions and executive sessions as needed.
Input project information into the Department’s data systems (PORTFOL, Abrigo and Salesforce), as required by department processes. Learn, follow, and instruct other team members on department processes. Verify accuracy of data and quality of information and secure correct information to update the relevant databases.
Prepare and assist with the distribution and/or filing of monthly, quarterly, or annual reports, such as current fund balances, loan risk ratings, loan maturity dates, loans past due report, expiring UCCs, reports needed for partners/lenders, and other reports needed by the department or required by State and/or Federal programs.
Provide Business Finance team with administrative assistance in loan and bond processes, compliance and closing requirements, receipt of applications, pulling credit reports, and review and filing of documents as needed, with appropriate reviews. Distribute incoming program applications to the appropriate member of the Business Finance team.
Assist lenders/partners with the coordination of enrollment of loans in guarantee programs such as the Capital Access Program (CAP) and Community Lender Loan Loss Account Program (CLLLAP). Receive and reconcile partner monthly bank statements with department reports.
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:
Excellent communication skills, both verbal and written, with the ability to take and maintain public meeting notes.
Strong computer skills working with Word, Excel and databases and reporting software such as PORTFOL and/or Salesforce.
Excellent attention to detail to ensure accuracy of database management, fiscal documents, and event scheduling.
Experience working with state policies regarding procurement of goods, services, and travel as well as state rules and policies related to public meetings.
Experience creating, organizing, and maintaining electronic files with input from management and team members.
Familiarity with loan closing documents and experience processing external and internal payment requests.
Self-motivated with the ability to manage numerous projects and tasks consecutively with minimal guidance after completing initial training.
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 Innovation and Business Resources Division promotes business growth, retention and job creation by removing barriers to industry growth and addressing common industry needs. The Innovation and Business Resources Division includes four teams: the Business Finance team, the Innovation & Entrepreneurship team, the Economic Equity team and the Certification Office for Business Inclusion and Diversity (COBID) team.
Teams in this section partner with businesses, financial institutions, venture capital funds, local economic development groups, state and federal agencies, universities, technical service providers and others to aide with business expansion and retention opportunities and access to capital for Oregon-based businesses. Teams manage various programs that provide resources including: direct loans, loan guarantees, loan participations, industrial development bond financing, venture capital investments, business grants, grants to technical assistance providers, business certification programs and referrals to technical assistance providers.
Programs administered and coordinated by the Business Finance Team include the Oregon Business Development Fund (OBDF), Entrepreneurial Development Loan Fund (EDLF), Oregon Royalty Fund (ORF), Business Oregon Relender Program, Credit Enhancement Fund (CEF), Capital Access Program (CAP), Community Lender Loan Loss Account Program (CLLLA), Industrial Development Bonds (IDB), and Aggie Bonds.
How to Apply Please Note: Applications must be submitted no later than 11:59 PM PST on April 30, 2024.
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 will remove your application from consideration.
Complete the questionnaire.
The candidates whose work experience most closely matches the qualifications and skills of this position will be invited to interview.
Warning – Workday will timeout after 20 minutes of inactivity and will not save your application progress. You must submit your application after you begin the process.
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:
[email protected]
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 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?
For questions about this job, contact Janeen Hilbrink, HR Analyst in Employee Services, at 971-707-0252 or email
[email protected]
.
Applicant FAQ
Business Oregon Career Opportunities
Business Oregon is an Equal Opportunity, Affirmative Action Employer.
Title: Administrative Assistant – SEHD
Company: NYC Careers
Location: Manhattan
