Administrative Specialist 1(Water Quality Program Assistant)

Overview Position Title Administrative Specialist 1 (Water Quality Program Assistant) Initial Posting Date 06/03/2026 Application Deadline 06/14/2026 Agency Department of Agriculture Salary Range $3,798 - $5,193 Position Type Employee Location Salem, Oregon Job Description Are you looking to join a team of passionate professionals? The Oregon Department of Agriculture’s Water Quality Program is recruiting for one Administrative Specialist 1 position. The role focuses on data entry, customer service, attention to detail, and multitasking to support the program. What You’ll Be Doing Serve as the first point of contact for individuals, agricultural operators, and stakeholders seeking information related to water quality rules, program requirements, and compliance assistance. Provide administrative support ensuring inquiries are addressed promptly and accurately. Provide support for the Water Quality Program by responding to phone calls and emails, supplying non-technical information, and routing inquiries to appropriate staff per program guidelines. Prepare and process correspondence and compliance-related documents, format materials, assemble packets, and prepare materials for distribution per established procedures. Coordinate CAFO Advisory Committee meetings by identifying attendees, drafting agendas, attending to coordinate material preparation, taking notes, and arranging logistics (space, supplies, mailings). Assist with other office tasks such as maintaining records, scheduling meetings, and supporting administrative functions to ensure smooth program operation. Position Details The Administrative Specialist 1 (Water Quality Program Assistant) is a full-time permanent position. There is no option for hybrid work during the trial service period. The work schedule is Monday through Friday, 8:00 AM – 5:00 PM. This position is located in Salem, Oregon. What We’re Looking For Minimum qualifications: 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 We Are Looking For (Desired Attributes) Strong attention to detail and commitment to accuracy, especially when handling sensitive regulatory documentation, operator records, compliance tracking, and correspondence used for official or legal purposes. Excellent written and verbal communication skills, including drafting, proofreading, and formatting notices, letters, and standard regulatory communications to regulated entities and the public. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Adobe Acrobat) and comfort working in shared systems, trackers, and database environments used for program administration. Ability to learn and adapt to multiple established workflows, including procedural changes, system updates, databases, and equipment. Ability to track and route work assignments using established systems or shared inboxes, ensuring tasks are completed, followed up on, and properly documented within defined procedures. Projected Recruitment Timeline Recruitment Closes: June 14, 2026 1st Round Interview may start: June 22, 2026 2nd Round if needed may start: TBD These dates are approximate and may change. How To Apply Required: A cover letter and resume are required and important parts of the application process. All materials are reviewed by Human Resources, the Hiring Manager, and panel members. In your cover letter, please describe your experience managing multiple tasks with competing deadlines in an administrative or operational environment, including how you prioritized work, the systems or tools you used to track assignments, and how you ensured accuracy and timely completion. Your cover letter must be no more than two pages. Upon submitting your application, check your Workday account for additional tasks such as questionnaires and veteran’s preferences (if applicable). Veterans: We value Veterans and Oregon National Guard service members. Submit the required documentation at time of application. Current state employees – apply through your Workday account. How Candidates are Selected The selection process includes review of your application materials, education, experience, training, and professionalism. Candidates who follow instructions and meet minimum qualifications will be invited to an interview. Materials will be evaluated for grammar, spelling, and punctuation. Learn More About The Oregon Department Of Agriculture ODA focuses on healthy natural resources, environment, and economy through inspection, regulation, and promotion of agriculture and food. Diversity, Equity, and Inclusion are embedded in ODA’s core values. What’s In It For You The State of Oregon offers a competitive benefits package, including medical, vision, and dental coverage, paid holidays, leave, and retirement benefits. Optional benefits include life insurance, disability coverage, savings plans, and flexible spending accounts. More information is available from the Public Employees Benefit Board. Additional Information This position is represented by SEIU. Current state employees, please apply via Workday. Pay Equity Law requires an equal pay analysis based on experience, education, and certifications. U.S. Employment Eligibility: No visa sponsorship. All hires must complete Form I-9. E-Verify employer. Present I-9 documents for employment verification. This recruitment may be used to fill current and future Permanent, Limited Duration, Job Rotation, and Temporary vacancies as they occur. Questions / Need Help? If you have questions about the recruitment or need an accommodation for the process, please email View email address on click.appcast.io or call View phone number on click.appcast.io. #J-18808-Ljbffr