Office Specialist

Initial Posting Date: 05/27/2022 Application Deadline: 06/06/2022 Agency: Department of Transportation Salary Range: $2,723 - $3,951 Position Type: Employee Position Title: Office Specialist Job Description: Office Specialist 2 – Office Specialist Oregon Department of Transportation Delivery & Operations Division – Region 2 District 3 Salem The role: Do you have customer service skills? Do you have a strong attention to detail? Do you thrive in and environment that is respectful and accepting of diversity – where talents, abilities and experience are valued? Apply today to be an Office Specialist on our ODOT, District 3 Admin team! We encourage people from all backgrounds to apply for our positions and hope you will join us on our path to diversity, equity, and inclusion. We are an agency that embraces social equity through our values, strategic planning, and actions. Leaning into our equity priorities means we continually examine what we do, the impact we have, and our progress toward weaving social equity into who we are. To learn more about our social equity commitments, visit our Social Equity website. If you are a current State of Oregon employee, you must apply through your employee Workday profile. A day in the life: Transcribe, type, proof read and edit correspondence and reports. Respond to requests, copy relevant information to management and other personnel, forward day-to-day operations information, respond to emergencies, within established policies and guidelines for efficient, accurate customer service. Respond to requests for services by researching, preparing and providing various reports, lists or records such as office machines, asset inventory, transfer of property forms, electronic equipment, mileage and vehicle records, etc. Develop and maintain operating manuals. Prepare and process invoices, purchase orders or contract release orders, ordering office supplies, equipment or furniture as necessary for all personnel. Answer multi-line telephone, screen and route calls appropriately (either within or outside of ODOT), transfer to voice mail or take messages as needed. Notifying applicants of interview outcome and recommendation letters. Compose routine correspondence, memos and draft non-routine correspondence upon request. Distribute and file in-coming and out-going mail. To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov. What’s in it for you: Work/life balance, 11 paid holidays a year, flexible work schedules, competitive benefits packages and so much more. Click here to learn about working at the Oregon Department of Transportation. Live, work and play in Salem, Oregon! Want to know about new job postings? Click here to subscribe for email notifications through GovDelivery! What we need: Two (2) years of general clerical experience, one (1) year of which included typing, word processing, or other experience generating documents OR An associate's degree OR Graduation from a private school of business with a certificate AND one (1) year of general clerical experience. What we’d like to see: If you have these qualities, let us know! It’s how we will choose whom to move forward! Note: You do not need to have all of these qualities to be eligible for this position. Microsoft Office Suite programs and Mainframe experience. Experience reviewing, preparing and processing invoices. Customer service experience. Experience handling multi-line telephone systems Cover Letter: Dependability, reliability and great work performance skills. Experience providing excellent communication. Demonstrated ability to remain adaptable in varying environments, with varying tasks, responsibilities and/or people. Professional writing skills: Spelling, punctuation, sentence structure and organization of content. How to apply: Before applying, click here to visit our applicant information website to learn more about our process. Complete the following required steps: Attach a resume. Your resume must include dates (MM/YYYY) for each employer. Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to attach a document. 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 hiring manager, Cole Mullis. Generic cover letters and/or 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. If you are an external applicant, you must upload your cover letter in the ‘Resume/CV’ 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 an employee, the tasks will come to your Workday inbox. If you are a veteran, you may receive preference. Click here for more information about veterans’ preference. The task to claim preference will come after the public records request and gender identity questionnaire tasks. Click here for a guide on how to upload your documents. For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application or combine it with any other required document attachments. Need help? For questions, email ODOTRecruitmentNH@odot.oregon.gov. The fine print: We may also use other factors to help us decide who will move forward, such as transferable skills, experience, education, and alignment with ODOT values. 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. Don’t attach extra documents. We will only look at documents that we ask for. 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). Human Resources/Recruitment, MS12 355 Capitol St NE Salem OR 97301-3871 Fax 503-986-3895 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. #LI-DNI