Office Specialist 2 (Region 2 Office Specialist)
Transportation-Highway - Salem, OR

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Position Summary

ODOT13-0277AP - Salem
You must be a current Department of Transportation employee in a permanent, seasonal or limited duration position, in order to be considered eligible for this position.
The Region 2 Office Specialist provides office organization, clerical and support services to the Planning and Development Manager, other Region 2 Managers, and assists other Office Specialists with their duties. The position requires thorough knowledge of clerical practices and general department policies and procedures to process correspondence, generate reports, investigate and resolve accounting or payroll discrepancies, receive and direct mail, and to respond to visitors and telephone inquiries.
This position is represented by the Service Employees International Union (SEIU/OPEU).
Instructions - Minimum Qualifications

The 'Work Experience' and/or 'Education' sections of your application must clearly describe how you meet the qualifications for this position as listed below; you must also answer supplemental questions.
A resume' or position description will not be accepted in lieu of a completed application. Incomplete or late applications will not be considered.
Minimum Qualifications :
Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR
An Associate's degree in Office Occupations or Office Technology; OR
Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis. If you are using education to qualify, you must attach transcripts.
Veteran's Points :
Honorable or General 'Character of Service' showing on a DD214 or DD215 attached to your application - 5 Points
Honorable or General 'Character of Service' showing on a DD214 or DD215 and a 'Certificate of Civil Service' preference letter attached to your application - 10 Points
For questions about the job announcement, call 503-378-8139.
For technical help with online application, call 1-877-204-4442.
Application Help: Application Help:
Position Duties

Provide primary support to the Region 2 Planning and Development Manager, and additional administrative support to other managers and crews within the unit.
Schedule and maintain calendars and appointments for the Planning and Development Manager.
Compose routine correspondence and memos, transcribe, type, proofread and edit reports, committee meeting notes or minutes, other various written material and oral messages for office staff, field staff and others upon request.
Coordinate with other managers and staff to schedule formal and informal meetings and schedule training. This may include scheduling facilities and equipment, monitoring correspondence, and preparing and assembling presentation materials. Inform involved parties of meeting or schedule changes. Make travel arrangements as requested.
Prepare and process purchase orders by entering appropriate cost account codes. Obtain necessary signatures of receipt and/or approval. Receive signed and coded purchase orders and invoices to be processed into TEAMS accounting system.
Process payroll using standard labor codes; review timesheets identifying and resolving discrepancies. Provide payroll related information to employees including available vacation, sick leave, comp time, personal leave hours, etc.
Prepare invoices for payment, match purchase document to appropriate invoice. Resolve discrepancies, review and apply payment terms and conditions from invoices, price agreements and contracts. Review invoices and make corrections in cost coding as needed.
Coordinate vendor account activation and maintenance with Financial Services staff. Respond to vendor correspondence and telephone inquiries concerning the status of payments. Contact vendors to request corrections or copies of missing, unpaid invoices.
Assist in maintaining confidential personnel files for the unit.
Take minutes for management, staff and leadership team meetings as requested.
Perform reception duties such as greeting and directing visitors, vendors, and employees; answering multi-line telephone, screening and routing calls, and taking and distributing messages. Provide information about road and weather conditions, road closures, and construction and/or roadway projects.
Application Checklist

Electronic or Paper Application Checklist:
Supplemental Questions*
Veteran's Documents - If Applicable

*When submitting a paper application, if supplemental questions are listed in the on-line announcement your answers must be attached.

Oregon Department of Transportation
Human Resources/Recruitment, MS12
355 Capitol St NE
Salem OR 97301-3871
Fax 503-986-3895

Announcement information can be made available in an alternative format by calling 711 (Relay Operator for the Deaf).

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