Office Specialist

Initial Posting Date:

Application Deadline:

Agency:

Salary Range:

Position Type:

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Job Description:

Office Specialist 2 – Office Specialist
Oregon Department of Transportation
Delivery and Operations Division – Region 4
District 11
Klamath Falls

The role: 

We want you to join us in Klamath Falls as our office specialist! In this role, you will provide primary office support, assist with bill pay and assist with personnel actions for district 11 maintenance. You will perform a range of administrative, clerical and typing activities, process records and act as the first point of contact for agency clients and the public. Apply today!

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:

• Serve as the initial point of contact for the area office which includes answering phone calls, assisting people in person and providing information to the public.

• Maintain conference room calendars, schedule meetings and arrange travel reservations.

• Process purchase orders, storeroom orders, expense statements, invoices and bills.

• Contact vendors to request corrections, copies of unpaid invoices and update vendor information in the accounting system.

• Verify accuracy and process timecards, payroll timesheets, standard labor and equipment reports.

• Perform general word processing which includes creating correspondence, reports, memos or other documents.

• Process, track and analyze data such as fleet inventory, risk management claims and employee commercial driver licenses.

• Operate radios to communicate with crews, dispatch and state police.

• Assist with recruitment requests, personnel actions, paperwork and managing position descriptions.

• Requires occasional overtime, working long hours during emergency conditions, lifting up to 40 pounds and frequent travel.

• Hybrid work options available – the person in this position will primarily work in the office but can work remotely 5% of the time.

• 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.

Special qualifications:

Driving is an essential function of this position. You must have a valid US driver license and an acceptable driving record. We will conduct pre-employment driving records checks on our final candidate(s). Your license does not have to be issued in Oregon to be considered. 

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 different 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.

  • 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 503-910-6372 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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Support staff, office support, administrative support, front office, reception, front desk