Administrative Specialist 2 (Private Forest Accord Grant Staff Assistant) Job at Department of Fish and Wildlife
Initial Posting Date:
10/19/2022
Application Deadline:
/
Agency:
Department of Fish and Wildlife
Salary Range:
$3,398.00 - $5,148.00 monthly
Position Type:
Employee
Position Title:
Administrative Specialist 2 (Private Forest Accord Grant Staff Assistant)
Job Description:
Make a Difference in Oregon's Natural Resources!
Help the Oregon Department of Fish and Wildlife (ODFW) fulfill its mission: To protect and enhance Oregon's fish and wildlife and their habitats for use and enjoyment by present and future generations.
Help the Oregon Department of Fish and Wildlife (ODFW) fulfill its mission: To protect and enhance Oregon's fish and wildlife and their habitats for use and enjoyment by present and future generations.
ODFW has an immediate opening for an Administrative Specialist 2 (Private Forest Accord [PFA] Grant Staff Assistant) located in Salem.
Are you looking to be part of a team, contributing to meaningful fish and wildlife conservation? Do your strengths include organization, project and task management, and communicating with others? Then this position may be for you! Join ODFW’s Habitat Division to help administer an important grant program that restores habitat for fish and wildlife!
NOTE: This recruitment will be opened until filled with the first review of applications beginning at 8AM (PDT) on Wednesday, November 2, 2022. Apply now, as this recruitment may close any time.
If you enjoy the outdoors, Oregon is the place for you. We have glaciated mountain peaks to the east, the Pacific Ocean to the west and the massive Columbia River Gorge to the north. You can fish 365 days a year, and there is hunting for big game, waterfowl, and game birds. The Oregon coast attracts thousands of people who clam, crab and fish in the ocean for halibut, salmon, and tuna. The outdoor opportunities are endless when it comes to fish and wildlife in Oregon! Oregon is known for their vineyards, breweries, and adventures for the whole family to enjoy. To learn more about the department, the work we do, and see our beautiful state, view the following video at
https://youtu.be/8CjDPiPMGAk
.
Even if the outdoors is not for you, Oregon offers a rich cultural experience unique to the Pacific Northwest. Productive farmland and ocean resources, farmer’s markets, creative chefs and bustling restaurants, vineyards, and breweries make Oregon a foodie’s paradise. Music, museums, and community events help Oregonians celebrate its diversity as well as its connectedness. To learn more about what Oregon has to offer, visit
www.traveloregon.com
.
Did you know:
- We offer full
medical, vision and dental
plans with employees paying either 1-5% of their rates
- You will start out accruing 8 hours of sick and 8 hours of vacation leave per month, with your vacation leave accruals increasing every 5 years
- You have access to 24 hours (3 days) of personal business leave to use at your discretion each year
- You receive eleven paid holidays per year
- AND you will be automatically enrolled into the
Public Employees Retirement System (PERS)
program.
What you will do:
The primary purpose of this position is to assist the Private Forest Accord Grant Coordinator with development and administration of a large grant program that is designed to fund fish and wildlife habitat restoration projects. The PFA Staff Assistant assists with grant management, program tracking, and delivery of funding to external organizations for conservation projects that address PFA needs while adhering to state policies, statutes, and rules.
The person in this position:
- Assists with PFA Grant Advisory Committee administration and meetings.
- Collects and analyzes grant information and anticipates program needs for participation in the PFA Grant Advisory Committee and Oregon Fish and Wildlife Commission meetings by collecting, assembling, and disseminating information within the agency and other outside sources.
- Assembles, copies, retrieves, and requests information for distribution to PFA Grant Advisory Committee members, ODFW staff, and the public for statewide public meetings.
- Assembles audio/visual equipment for virtual/in-person hybrid public meetings, including laptops, projectors, cameras, and speakers and manages online conferencing software platforms such as Microsoft Teams and Zoom.
- Composes and electronically distributes memos and other written information.
- Takes, transcribes, and distributes meeting minutes from summarization of notes or audio recordings.
- Keeps reference files of report documents utilized by PFA Grant project leaders.
- Establishes and maintains program calendars, including meeting times and locations, travel arrangements, and accommodations of PFA Grant Advisory Committee members and ODFW staff.
- Assists the PFA Grant Coordinator with grant and contract administration.
- Assists in preparation of grant agreements and contracts, including coordination with Administrative Services Division and submittal of necessary documents for review and signature into ODFW grant management systems, contracting/procurement systems, and finance/accounting systems.
- Assists the PFA Grant Coordinator in ensuring that grant agreements and contracts are consistent with state statute/rule/policy.
- Assists in preparing the program budgets and monitors, tracks, and records project and administrative expenditures and allocations throughout the biennium by compiling data.
- Reviews, corrects, and assigns project numbers, cost codes, and records information into databases and maintains all documents pertaining to PFA project proposals from initial review through grant close out.
- Enters data and grant/project information, maintains, and ensures accuracy within a grant tracking system to ensure accountability in grant administration, expenditures, and grantee responsibilities.
- Ensures all documents pertaining to PFA grants/projects is accurately entered in the grant tracking database from application through reviews through executed grant agreements, progress and performance reports, through grant close-out.
- Assists in the production of reports, web materials, and other tools for promoting the opportunities and outcomes of the PFA Grant Program
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.
Working Conditions
- This position works in a normal office working environment. This position requires a flexible work schedule because one of the essential duties includes attending PFA Advisory Committee and OCRF Advisory Committee meetings. These meetings will require travel time and sometimes Saturdays.
- The duties of this position include as an essential function the possession and use of a SPOTS Card for work-related purchases. Prior to being issued a SPOTS Card the employee must meet all necessary requirements in accordance with ODFW Policy ASD_250_03-SPOTS, including completing ODFW SPOTS Card training. Continued eligibility to possess and use a SPOTS Card requires that the holder remain in full compliance with ODFW policy ASD_250_03—SPOTS. The successful candidate will be subject to a criminal history background check with fingerprinting and will be subject to annual checks during employment.
- Requires a flexible work schedule that varies in the number of hours worked on a daily basis, but not necessarily each day, or a work schedule in which the starting and stopping times vary on a daily basis, but not necessarily each day. This includes working at all hours and workdays in excess of eight hours. Position is not eligible for overtime.
Criminal Records/DMV Check
Applicants are subject to both a criminal history and motor vehicles check. Driving is required for all positions. Out-of-state finalists will be required to present a current certified or uncertified driving record for review to be considered for the position. Be prepared to obtain as soon as possible. You are expected to provide the out-of-state driving record before an offer can be made unless extenuating circumstances exist. Adverse background and/or driving information may disqualify you from further consideration.
Applicants are subject to both a criminal history and motor vehicles check. Driving is required for all positions. Out-of-state finalists will be required to present a current certified or uncertified driving record for review to be considered for the position. Be prepared to obtain as soon as possible. You are expected to provide the out-of-state driving record before an offer can be made unless extenuating circumstances exist. Adverse background and/or driving information may disqualify you from further consideration.
NOTE: 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.
We are seeking applicants who meet the minimum qualifications and have the following skills and experience:
Minimum Qualifications:
- Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
An equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of the experience.
Requested Skills:
- General knowledge of proper grammar, punctuation, and spelling and good sentence structure.
- Basic knowledge of procedures and techniques necessary to collect, organize, and report data both in narrative and numerical format
- Skill in performing a variety of clerical functions at a technical or executive support level requiring decision-making within established laws, rules, policies, and procedures
- Skill in communicating orally and in writing with a variety of people, answering questions and explaining information or decisions, sometimes using specialized terminology
- Skill in making independent judgments and decisions concerning a course of action to be taken
- Ability to coordinate diverse activities in a fast-paced environment to ensure completion of projects and assignments
- Ability to gather and organize information
- Attention to detail and adherence to policy and fiscal requirements is essential to avoid loss of agency credibility and program reauthorization.
Additional Information:
Your answers to the supplemental questions must be supported by the "Job History" section in your application or you may not be considered for this position. Resumes will not replace the completed "Job History" section in your online application. You may be disqualified if your experience listed in the “Job History” section does not include information used to: 1) meet the minimum qualifications of the job and 2) back up your answers to the supplemental questions. If any of the positions listed in your application are part time or seasonal, be sure to include the dates you worked (month and year) and the average amount of hours worked per week in the duties section. Only those individuals who most closely match the requested skills will be invited to an interview.
Note: You will be required to provide a copy of your official or unofficial transcripts (online transcripts are acceptable) during the selection process that show your name, the name/address of the institution, coursework with passing grades, and degree conferred (including date), if you are using education to qualify. Transcripts and cover letters can be attached to your application in the Resume/CV/Cover Letter attachments field when you apply. Cover letters may not be reviewed unless it is stated as a requirement in the job posting.
For helpful tips on filling out your job history, responding to the supplemental questions, and submitting your application,
click here
Internal Applicants: The contact information that is prefilled on your application is typically your work email and work phone number. Be sure to check your state email and Workday notifications for your status regarding the recruitment process. If you are away from the office or unable to check your state email account for an extended period, contact the HR Recruitment Unit and the hiring manager to let them know your personal email and phone number where you can be contacted. This will help to ensure you do not miss out on any correspondence that may be related to an interview. If you apply for a position as an internal applicant and then terminate while the recruitment is still in process, contact the Recruitment Unit to have your contact information updated.
External Applicants (non-state of Oregon employees): If you would like to retain a copy of this job posting, please print a copy before submitting your application. Once the job posting has closed, you will not be able to access the posting.
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.
Reasonable accommodations for interviews will be provided upon request to individuals with disabilities. If you are experiencing difficulty applying for this position or have questions, please contact the ODFW Human Resources office at 503-947-6051.
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.
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.
Veterans - If you are an eligible veteran and you meet the qualifications, veterans' preference points will be added to your score. For more information on veterans' preference points visit
www.oregonjobs.org
and select Veterans resources under Resources. Please do not attach veteran documentation to your initial application, after you have applied you will be sent a task in your Workday account to provide your veteran documentation at that time.
Find information on
State of Oregon benefits
More information about our agency can be found on our social media accounts and at
myodfw.com
and
https://www.dfw.state.or.us/
If you are passionate about natural resources, we invite you to join our team and assist with furthering ODFW’s mission by partnering with communities and sharing how our work has a positive effect on Oregon’s fish, wildlife and their habitats. ODFW is dedicated to cultivating a diverse and inclusive workforce as we strive to represent and better serve our neighboring communities. Our most important asset is our employees, and each person brings unique, different, and important contributions to the workplace and community we serve. With Oregon’s changing demographics, a workforce that reflects this change will make us stronger and create an opportunity for better decision making. Consider joining our team as we lead ODFW into the future!
The Oregon Department of Fish and Wildlife is an Equal Opportunity/Affirmative Action Employer
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