What are the responsibilities and job description for the Administrative Specialist 1(Program Assistant) position at Department of Agriculture?
Initial Posting Date:
03/20/2025
Application Deadline:
03/30/2025
Agency:
Department of Agriculture
Salary Range:
$3,429 - $4,622
Position Type:
Employee
Position Title:
Administrative Specialist 1(Program Assistant)
Job Description:
Are you looking to join a team of passionate professionals? Do you have a quality general knowledge of data entry, customer service, attention to detail, and able to multitask? Apply today and begin your career as an Administrative Specialist 1. The Oregon Department of Agriculture’s Pesticide Certification/Licensing and the Compliance & Enforcement Programs are currently recruiting for one Administrative Specialist 1 position.
What you’ll be doing
As the Administrative Specialist 1 (Program Assistant) in the Pesticide Licensing, Certification and Training Program, you will be the first point of contact for individuals and companies seeking pesticide-related licensing information. You will provide vital administrative support while ensuring that inquiries are addressed promptly and accurately. This role includes:
- Responding to Inquiries: Handling telephone and email inquiries related to pesticide licensing procedures. You will help determine the appropriate types and categories of pesticide-related licensing needed by individuals and companies, offering clear guidance on the process.
- Greeting Visitors and Customer Service: Greeting visitors, answering phone calls, and providing general program information or directing inquiries to appropriate program management or technical staff.
- Processing License Applications: Assisting in processing of various pesticide-related licenses (e.g., applicator, apprentice, aerial, consultant, operator, trainee). You will review applications for compliance with relevant laws and regulations, ensuring proper documentation is maintained.
- Supporting Compliance and Enforcement: Serving as the first point of contact for the Pesticide Certification/Licensing and Compliance & Enforcement Programs. You will assist with addressing inquiries related to compliance and enforcement matters.
- General Office Support: Assisting with other office tasks such as maintaining records, scheduling meetings, and supporting other administrative functions as needed to ensure the smooth operation of the program.
The Administrative Specialist 1 (Program Assistant) is a full-time permanent position, there is no option for hybrid work during your trail service period this position follows a Monday through Friday 8 AM to 5 PM work schedule. This position is in Salem, Oregon.
Click here to view a full description of this position.
What we’re looking for:
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):
- Skill in performing a variety of clerical functions.
- Excellent written and verbal communication skills for responding to inquiries from the public, industry professionals, and internal staff.
- Skill in organizing work efficiently and exercising independent judgment in making appropriate decisions concerning work methods.
- Skill in learning, interpreting, and applying specific, rules, regulations, policies, and procedures to pesticide licensing and certification.
- Excellent attention to detail for processing applications, certifications, and renewals.
- Ability to remain objective and analyze a problem from multiple angles before coming to a conclusion.
- Focus on providing excellent service to both internal and external customers.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
- Ability to work effectively within a team-oriented environment.
Projected Recruitment Timeline
- Recruitment Closes: March 30, 2025
- 1st Round Interview may start: April 7, 2025
- 2nd Round if needed may start: TBD
- *These dates are approximate and may change. *
Additional Requirements
The candidate selected for this position will be responsible for accurately entering licensing data into the computer system in a timely manner. It is essential that the candidate have a strong understanding of the database to ensure data integrity and efficiency.
This position will also be responsible for managing and organizing paper records in compliance with Oregon state Archives retention schedules and policies. This includes tasks such as storing, archiving, and purging records to maintain an organized and retrievable filing system.
Additionally, this position requires collaboration and coordination with other Administrative Specialist 1 staff members, working closely with counterparts to ensure smooth operations and accurate record management. Strong teamwork and communication skills are essential to succeed in this role.
How to apply:
A resume and cover letter are required to move to the next stage of consideration for this position.
- Ensure your application shows your relevant work experience and/or related education; this may be in the form of a filled-out application and/or through an attached resume.
- Upon submitting your application, please be sure to check your Workday account for additional tasks to complete such as questionnaires and to request veteran’s preferences (if applicable).
How are candidates selected?
The selection process consists of a reviewing your application materials, including an evaluation of your education, experience, training, and overall professionalism. Candidates who follow the application instructions, submit the required documents and demonstrate how they meet the minimum qualifications will be invited to an interview. Please not that resumes will not replace the completed job history experience in Workday. Only the requested documents will be reviewed. Attention to detail is important, and your application materials will be evaluated for grammar, spelling, and punctuation.
Learn more about the Oregon Department of Agriculture:
At
ODA
, employees work with a dynamic and supportive team of mission-focused individuals tasked with ensuring healthy natural resources, environment, and economy for Oregonians now and in the future through inspection and certification, regulation, and promotion of agriculture and food. Diversity, Equity, and Inclusion are embedded in ODA’s core values. Employees at all levels of the agency work together to foster fairness, equity, inclusion, and belonging. Learn more about what we do here!
What’s in it for you
The State of Oregon offers a competitive and affordable health and benefits package, including excellent
medical, vision and dental
coverage, paid holidays off, and personal business leave, as well as paid and accrued vacation leave and sick leave. In addition to standard medical benefits and employee leave, the state also provides additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses. More information is available from the Public Employees Benefit Board
.
Additional Information:
- This position is represented by SEIU.
- Current state employees, please apply through your employee Workday account.
- Per the Pay Equity Law passed in 2017, an equal pay analysis will be conducted to determine the compensation of the successful candidate. The analysis will be based on the relevant experience, education, training, and certifications documented in the application materials.
- United States Employment Eligibility: The Oregon Department of Agriculture 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. The Oregon Employment Department is an E-Verify employer. If you are the successful candidate, you must present your I-9acceptable documents(See page 3) 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 recruitment process, please email to:
oda.recruitment@oda.oregon.gov
or call 503-986-4584.
