Grant Support Specialist (Administrative Specialist 2)

Grant Support Specialist (Administrative Specialist 2)

The purpose of this position is to provide administrative support to all OWEB program areas as part of an administrative support team. A primary focus for the position is on creating, revising, routing, tracking, and filing the agency's grant agreements and other grant-related documentation. The position collaborates on the management of grant files and the transfer of records to the state records center. The position also responds to grantee phone calls and coordinates and monitors grant payment information with project managers. The position will work with staff to provide support for board members and board meeting logistics as needed. The position may process grant payment requests received from grantees for specific grant programs and interpret grant agreements and agency rules in coordination with agency funding partners, OWEB staff, and grantees.

Some daily tasks could look like :

• Coordinating grant agreements and grant documents with agency staff to ensure the documents are appropriate for program types and complete.
• Drafting and processing grant agreements and grant documentations in physical and electronic filing locations.
• Coordinating with staff in the development of grant agreement templates and document changes.
• Managing and maintaining data storage and retrieval systems for grant program activities and other program needs.
• Providing oversight for grant agreement and grant document compliance with state and federal grant compliance.
• Reviewing OWEB staff travel expense detail sheets for accurate and timely travel reimbursement- This includes compiling the required authorizations, documentation, receipts and confirming per diem rates and allowable expenses for reimbursement in compliance with agency and statewide policies.
• Overseeing conference and training registrations and ensuring proper billing and expense justifications.
• Preparing and submitting legal advertisements and posts public notices and maintains public notices.

This is not an all-encompassing list.

Minimum Qualifications

We are most interested in finding the best candidate for the job, and that candidate may not meet every one of our listed preferred qualifications. Lived experience may count towards the preferred qualifications. If you are excited about this position, we encourage you to apply. If you are unsure as to whether you meet the preferred qualifications of this position, please contact us to discuss your application.

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR

An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR

An equivalent combination of education and experience.

Preferred Qualifications

Working Conditions

Primarily an office setting, but overnight out-of-town travel may be required for trainings and Board meetings. The job also entails meeting frequent and multiple deadlines for mailings, meetings, grant processing, and correspondence. A varying workload may require some overtime work. Duties often vary and require knowledge of statutes, administrative rules, program processes, and procedures. A high degree of independence and independent judgment is required in selecting appropriate actions. Occasional lifting up to 25 lbs.

What's in it for you?

In addition to offering a culture of care and inclusivity and working among a highly skilled team to dive into meaningful work, we also offer a competitive benefits package that includes : Exceptional PEBB insurance with medical, vision and dental plans with employees paying 1 to 5% of the total premium. Leave accrual starting at 8 hours of sick and 8 hours of vacation leave per month, with your vacation leave accruals increasing every 5 years. Access to an additional four days of discretionary leave - 3 days of personal business leave and one day of Governor's Leave each year. Eleven paid holidays per year. Membership in the Public Employees Retirement System (PERS) including a pension and employer contributions to the Individual Account Program. Optional benefits (such as term life insurance, long-term and short-term disability, long-term care, health and dependent care flexible spending accounts, enrollment in the Oregon Savings Growth Plan, a deferred compensation program with a wide variety of investment options). The opportunity to receive loan forgiveness under the Public Service Loan Forgiveness Program (must qualify).

Application Requirements

Please follow these directions for consideration :