Office Specialist (Limited Duration)

Initial Posting Date:

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Job Description:

Office Specialist 2 – Office Specialist (Limited Duration)
Oregon Department of Transportation
Delivery & Operations Division – Region 3
Administrative Support
Roseburg

The role: 
Do you enjoy being organized, helping others and keeping daily operations running smoothly? Join our Region 3 team as an administrative professional! In this role, you'll provide customer service and administrative assistance to several work units. You'll coordinate meetings and travel, process invoices and personnel documents, manage mail and records, and help staff with a variety of office needs. If you enjoy working in a fast-paced environment, balancing multiple priorities and being part of a customer-focused team, we encourage you to apply!

This is a limited duration appointment that is expected to end on or before June 15, 2027. Limited duration appointments are benefits eligible and have a designated maximum length of service. This position has the potential to become permanent.

We provide a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. We encourage people from all backgrounds and abilities to apply for our positions.

Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile.

A day in the life:

• Answer and direct calls on a multiline telephone system while providing excellent customer service.

• Process incoming and outgoing mail, packages and deliveries.

• Review, code and process invoices and payments for multiple work units.

• Schedule meetings, reserve conference rooms and coordinate calendars using Microsoft Outlook and Teams.

• Coordinate maintenance and repairs for fleet vehicles and process related documentation.

• Order and maintain office supplies, equipment and forms.

• Process, scan and maintain confidential personnel records and employment documents.

• Create, organize and maintain spreadsheets, reports, presentations and other documents using Microsoft Office applications.

• Coordinate travel arrangements, including hotel, car rental and meeting logistics, for region employees.

• Provide administrative assistance, troubleshoot basic computer and office equipment issues and serve as an information resource for staff.

• Take meeting minutes, prepare summaries, and other correspondence.

• Work collaboratively in a fast-paced team environment while managing multiple priorities and providing backup assistance to other work units.

• Work is performed in an office environment and may require occasional travel. The work schedule for this position is Monday through Friday 7:30a.m.-4:00p.m.

• To request a copy of the position description, which includes all duties and working conditions, please email [email protected].

What’s in it for you:

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer.

• Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying. 

• The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%.

• Public Service Loan Forgiveness opportunity!

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Minimum qualifications:

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents;

OR

An associate degree in any field; 

OR

An equivalent combination of education and experience.

What we’d like to see:

If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience and education to help us decide who will move forward.

• Experience providing customer service to internal or external customers.

• Experience using Microsoft Outlook, Word and Excel.

• Experience communicating effectively, both verbally and in writing, with diverse groups of people.

• Experience working collaboratively in a team environment.

• Experience organizing and prioritizing multiple tasks while managing competing deadlines and frequent interruptions.

How to apply:

• Complete the following required steps:

  • Fill out the application or attach a resume. Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.

  • Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the “what we’d like to see” section above.

    • Your cover letter must be limited to no more than two (2) pages.

    • Please address your cover letter to Peggy Nichols, Business Operations Manager.

    • Generic cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities.

    • You must upload your cover letter in the ‘Resume/Cover Letter’ section of the application.

  • Complete questionnaire. Answer the checkbox-style questions before submitting your application.

• After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.

• If you are a veteran or Oregon National Guard servicemember, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.

Need help?

• For questions, call 503-930-6376 or email [email protected]

Additional information:

• We do not offer visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension].

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

• We may use this recruitment to fill multiple or future vacancies.

• We will conduct name-based criminal background checks on final candidates, including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and/or education verification as required for the position.

• You will be represented by the Service Employees International Union (SEIU).

ODOT is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process. For questions, concerns, or complaints regarding EEO/AA/ADA, contact 1-877-336-6368 (1-877-EEO-ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503-986-3700. Oregon Relay Service can be reached by calling 7-1-1.

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Administrative Assistant, Office Specialist, Administrative Support, Customer Service, Accounts Payable, Processing, Data Entry, Office Coordinator, Records Management, Fleet Coordination, Government Administrative Jobs, Entry Level