Office Manager (Executive Support Specialist 2)

Oregon Department of Human Services; Salem (VA); On-site; USD 48,000 - 67,000; Full time

Benefits offered by this job

11 paid holidays

Career development

Job summary

Oregon Department of Fish and Wildlife in Salem, Oregon, is seeking an Office Manager (Executive Support Specialist 2) to support division leadership and maintain efficient operations within the Habitat Division.

You will manage confidential administrative tasks, coordinate personnel activities, track budgets, and ensure smooth scheduling and communication across divisions and agencies.

Qualifications

• One year of administrative duties in support of agency projects or programs.
• Data collection and analysis related to programs or budgets.
• Policy interpretation and application of laws, rules, and regulations.

Responsibilities

• Provide confidential administrative support to division leadership and assist with policy implementation.
• Coordinate personnel activities including recruitments, onboarding documents, and personnel files.
• Track and reconcile program budgets, review invoices, prepare purchasing and contracting documents, ensure compliance.
• Maintain division filing systems, records, templates, and act as Records Coordinator.
• Support staff training coordination and document training/professional development.
• Coordinate communication between division leadership, other divisions, external agencies, and the public.
• Schedule meetings, arrange travel, draft minutes, and represent the Division Administrator.

Skills

Administrative support

Budget tracking

Calendar management

Communication

Tools

SPOTS

Inventory systems

Budget tools

Document management

Job description

Initial Posting Date: 09/23/2026 | Application Deadline: 09/30/2026 | Agency: Department of Fish and Wildlife | Salary Range: $4,312 - $5,988 | Position Type: Employee | Position Title: Office Manager (Executive Support Specialist 2)

MAKE A DIFFERENCE IN OREGON’S NATURAL RESOURCES! As an Office Manager (Executive Support Specialist) in Salem, Oregon, you will be central to the smooth operation of the Habitat Division. Your work will support division leadership, enhance internal coordination, and help keep major initiatives moving.

• Provide confidential administrative support to division leadership, including assisting with policy and procedure implementation.
• Coordinate personnel activities such as recruitments, onboarding documents, personnel actions, and maintaining personnel files.
• Track and reconcile program budgets, review invoices, prepare purchasing and contracting documents, and ensure compliance with legal and policy requirements.
• Maintain division filing systems, records, templates, and reference materials; serve as the division’s Records Coordinator.
• Support staff training coordination and maintain documentation of training and professional development.
• Coordinate communication between division leadership, other ODFW divisions, external agencies, and the public.
• Schedule meetings, prepare travel arrangements, draft meeting minutes, and represent the Division Administrator as needed.
• Support special projects, audits, inventory processes, contracting needs, policy updates, and division‑wide initiatives.

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.

The salary listed is the non‑PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95%.

The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

The job posting closes at 11:59 PM (PDT/PST) on the close date.

Minimum Qualifications

• One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Desired Attributes

• Administrative and organizational experience managing calendars, meetings, travel, filing systems, and complex workflows while maintaining accuracy and efficiency.
• Confidentiality and discretion experience handling sensitive personnel, budget, and policy information while exercising sound judgment and maintaining strict confidentiality.
• Project and task management experience with independently managing assignments, tracking deadlines, coordinating division‑wide activities, and ensuring follow‑through.
• Communication and correspondence experience including drafting minutes, responding to inquiries, coordinating across divisions and agencies, and representing the division professionally.
• Analytical and problem‑solving experience including researching emerging issues, interpreting policies, reconciling budgets, validating inventories, and proactively proposing solutions or improvements.
• Technical and systems experience maintaining intranet pages, managing records, processing personnel actions, preparing purchasing documents, and using administrative systems such as SPOTS, inventory systems, budget tools, and document management platforms.

Benefits of Joining Our Team

With Oregon’s changing demographics, a workforce that reflects this change will make us stronger and create an opportunity for better decision making. 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.

• 11 paid holidays a year and a competitive benefits package.
• Advancement and learning opportunities that will help grow your career with the State of Oregon.

Additional Information

• 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.
• Finalists are subject to both a criminal history and motor vehicles check. Adverse background and/or driving information may disqualify you from further consideration.
• 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.
• Veterans’ and Oregon National Guard preference: Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference.

Helpful Links & Resources

• How to Set Job Alerts
• Workday Applicant FAQ
• Oregon Job Opportunities Webpage
• Classification and Compensation
• Ready to Relocate to Oregon
• Carpool Matching Tool: Get There Oregon

More information about our agency can be found on our social media accounts: Facebook, Instagram, Youtube, and at myodfw.com and http://www.dfw.state.or.us/.

Equal Opportunity/Affirmative Action Employer

The Oregon Department of Fish and Wildlife is an Equal Opportunity/Affirmative Action Employer. Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon "flies with her own wings."