Oregon Parks and Recreation Department’s mission is to provide and protect outstanding natural, scenic, cultural, historic and recreational sites for the enjoyment and education of present and future generations.
If you would like more information about Oregon Parks and Recreation Department visit ( http://egov.oregon.gov/OPRD/index.shtml ).
There is one (1) Permanent , Full-time position with Oregon Parks and Recreation Department at L.L. "Stub" Stewart State Park located in Buxton, Oregon.
This position will receive work out of class as an Administrative Specialist 1.
This position is represented by the Service Employee International Union (SEIU).
This recruitment will be used to establish a list of qualified people to fill the current opening.
Please be aware that due to the economic downturn and subsequent state budget short-fall the Governor has ordered mandatory furloughs for employees. This position will be required to take furloughs in the biennium 2011-2013
Applicants are subject to both a Computerized Criminal History and Driver & Motor Vehicle Services check. Adverse background data may be grounds for immediate disqualification. Information obtained in this process will remain confidential. OPRD uses E-Verify to confirm that applicants are authorized to work in the United States.
Duties & Responsibilities:
The primary purpose of this position is to coordinate the completion of administrative tasks in the park office and provides accounting, payroll and administrative/clerical support for the Park Manager and staff.
ADMINISTRATIVE SUPPPORT AND ACCOUNTING
Vendor orders and payments:
Reviews and checks invoices and monthly statements for mathematical accuracy, completeness, consistency and propriety. Contacts vendors and/or employees if needed to resolve discrepancies.
Reviews invoices submitted and verifies accuracy of accounting codes by comparing to established codes for location, category of item or service purchased, type of funds to be utilized, determining if purchase is appropriate under price agreements, if the amount is correct, if the vendor number is accurate and if merchandise or services was received, checks invoices and SPOTS credit card logs and inputs authorized invoices into Financial Management System (FMS) accounting system to generate vendor warrants.
Determine if vendor has established vendor number for FMS or provides information to headquarters to establish a vendor number.
Accesses on-line price agreement system (ORPIN) for information on contract vendors and prices. Issues encumbrance purchase orders via FMS to order price agreement items.
Create and/or process standard travel reimbursement, communicates with claimant to get missing information and clarify rates, rules or requirements, as needed.
Prepares journal entries for corrections or to transfer payments or review to different fund sources.
Provides information and resolves problems about payables, receivables, collections and other information as needed by an auditor, agency or vendor. Revenue Reconciling, Reporting and Controlled Item Inventory:
Reconciles employees’ end of shift reports, tickets, etc., against revenue collected for errors and discrepancies. Researches errors and missing controlled items (such as permits, passes, etc.), using ORMS to help resolve and/or explain discrepancies.
Keeps log of tellers’ overages and shortages (this position is the first contact for reconciling to the Secretary of State Auditors annual audit questions and concerns explaining procedures and discrepancies as well as providing documentation for all transactions conducted at the park level in connection to all fiscal processes).
Reconciles revenue to bank deposit slips and prepares Revenue Reports and corresponding credit card input forms, coding revenue to correct fund sources, entering controlled item data and explaining any overages or shortages.
Enters data on controlled items into FMS for items received, distributed, sold or voided. Also enters customer information into designated FMS database.
Inventories controlled items at end of calendar year and makes appropriate disposition.
Maintains accounting records to document funds received.
Provides detailed information in response to manager’s requests to be used in preparation of biennial budget, such as personnel salaries, past equipment costs, utility costs, etc.
Inputs data on projected expenditures into spreadsheets for submittal to FMS accounting system
Monitors monthly expenditures against adopted budget. Assists management staff in researching and resolving problems regarding projected vs. actual expenditures.
Reviews and updates monthly attendance reports for camp use, day use and equipment mileages.
Verifies data for accuracy and enters reports into HUB statistical database. Inventory Tracking: Facilities, Capital and non-Capital Equipment:
Maintains records of capital and non-capital equipment received and disposed of for inventory purposes.
Fills out Property Disposition Request forms, as needed.
Assists with annual physical inventory of office equipment.
HUMAN RESOURCES FUNCTIONS
Accesses NEO-GOV on-line hiring center (OHC) and completes the following tasks:
a.) Get applicant information and schedule interviews for seasonal, temporary and permanent vacancies
b.) Completes notice templates to confirm interview or phone candidates to confirm and notifies candidates not selected for interview, or prepares correspondence to confirm interviews, provides maps and instructional materials to applicants.
c.) Updates NEO-GOV to reflect consideration and hiring of candidates.
Participates on interview panels as needed.
Prepares personnel action, letters and other forms for all personnel transactions (hiring, terminations, resignations, retirements, addresses changes, etc.) for manager’s review and signature. Accesses the DAS Personnel/Position Data Base to review salary information and accuracy of records updates. Assists Park Manager in orientation for new hires and rehires. Prepares and checks all documents for accuracy for Park Manager’s signature. Distributes and keeps records of equipment, such as keys, cell phones, badges, nametags and uniforms for new and returning employees. Updates and keeps current the Employee Equipment Issue Agreement for Park Manager’s signature. Assists new and returning employees in completing basic employment documents (such as W-4), providing basic information as to forms and requirements.
Creates and maintains confidential (unofficial, field copy) employee files and records of seasonal availability and tracks actual time worked to determine end of trial service and service awards. Maintains employee training records through iLearn system.
Attends training sessions on medical/dental enrollment, deferred compensation and life insurance programs for employees. Distributes information to staff and collects forms. Presents informational sessions for crew on enrollment processes.
Responds to employee questions about payroll and insurances processes and/or refers staff to appropriate resources.
Works closely with management in a confidential capacity when handling/processing personnel related documents such as performance appraisals, medical information, and other confidential documents.
Provides on-site training to staff on use of iLearn system and assists in initial login processes for new users. Maintains iLearn electronic training records for staff.
Assists and trains employees on payroll procedures and how to correctly fill out their timesheets.
Checks Management Unit employees’ timesheets for accuracy and enters data into OSPS to generate monthly checks. Inputs information and contacts Payroll to arrange for manual checks.
Views employee leave records to determine number of hours available for use or to be paid off.
Uses a variety of system tools, software and data bases, both local and mainframe, (such as MS Word, MS Excel (spreadsheet), GroupWise, FMS, OSPS, HUB, PPDB, ORMS, and iLearn) in the performance of duties:
Serves as IT contact person for the management unit.
Compiles information on a variety of subjects related to agency operation at the request of the Park or District Manager. Researches information and composes correspondence, reports, memos and other documents. Updates reference manuals, as new information is received or processes change.
Reads, sorts and distributes incoming mail and processes outgoing mail. Receives and screens callers and visitors. Serves as communication link between Park/District Manager and OPRD, other state agencies, federal government personnel and the public.
Makes arrangements for meetings and special conferences, records and transcribes proceedings of meetings and conferences.
Makes travel accommodations and prepares and submits travel and expense claims.
Maintains filing system, files documents, purges files in compliance with retention schedule. Maintains up-to-date office files. Collects, sorts and compiles financial and other documents for archiving per Archiving Policy.
Prepares and submits quarterly and annual OSHA 300 reports regarding work-related injuries and illnesses. Posts the OSHA 300A Summary from February 1st through April 30th annually.
Anticipates supervisor’s needs by furnishing information required for official reply to correspondence, locates, assembles, edits and summaries materials, information and data for administrative action, maintains written control of materials received, routed, assigned or disposed of in the unit.
Responds to customer complaints or concerns by obtaining all pertinent details and contacting appropriate agency official or department for necessary action.
Provides information to the public in person, on phone and through correspondence regarding standard park operations, campground, day use and reservation information, Miscellaneous Use Permit information, and on park rules and policies. Issues day-use permits and annual passes and explains permit rules.
Receives reservations reports of incoming campers from Reservations Northwest (RNW) and updates park schedules with new, changed or cancelled reservations. Prepares weekly reservations calendar for park staff and may assist in preparing site postings.
Responds to inquiries about specific agency/program information and services by either explaining agency programs and services or referring to the appropriate personnel. Explains and clarifies rules, processes and procedures to internal and external contacts (refers matters requiring enforcement to appropriate agency staff).
Answers and routes phone calls, conveys information and transmits messages. Monitors state two-way radio and relays information.
Drafts routine statistical reports and correspondence.
Maintains local phone system as needed, resets time, sets up Voice Mail boxes for new employees, re-sets passwords, updates main phone greeting. Orders, distributes and monitors usage for Management Unit cell phones.
Compiles and updates office procedures manuals and provides training to staff on the use of these items. Determines what items should be included and when to update.
Maintains inventory and orders office supplies and brochures.
Maintains park Emergency Procedure Manual.
May train volunteers or Office Assistants in various office operations.
Maintains park uniform inventory. Purchases uniform items for park staff when authorized by management.
Coordinates Lost & Found item program. Ensures that claimed items are delivered back to visitors. OTHER DUTIES AND ASSIGNMENTS
Assist with Visitor Center Operations
Assist with Park Volunteer Program
Serves on OPRD committees as requested
Work with Friends Groups or other community based advocate groups
Access Dept. of Motor Vehicles (DMV) data base to verify and/or identify registered owners of suspicious or abandoned vehicles in park to support OPRD enforcement officer.
Qualifications & Desired Attributes:
Three years of clerical/secretarial experience which included two years at a full performance level performing typing, word processing, or other generation of documents and lead work experience or office procedures. DESIRED ATTRIBUTES
Ability to communicate information to customers who may become angry, upset or hostile.
Strong attention to detail.
Ability to transition between tasks and manage multiple competing priorities.
Ability to perform a wide variety of personnel and payroll duties.
Ability to provide office/administrative support duties.
HOW TO APPLY
If you qualify, follow the "Apply" link above and complete the Oregon Employment Application online. All application materials must be received by the closing date/time posted on this announcement.
This announcement has supplemental information required for submission. Please see the SUPPLEMENTAL QUESTIONS section of this announcement.
If you require an alternate format in order to complete the employment process, you may call Recruitment Services at (503) 986-0626. Please be prepared to leave a message describing the alternate format needed.
Only complete applications will be considered. Be sure to answer all supplemental questions and attach all required documents. Responses to the supplemental questions will determine if you meet the minimum qualifications, any special qualifications and/or desired attributes for the position. Qualified applicants whose responses most closely match the minimum qualifications and desired attributes for this position will be invited to interview. Transcripts must be submitted to receive credit for education coursework at the time of application.
If you have a disability and need assistance completing the application materials, call the OPRD Human Resources Division at (503) 986-0626.
OPRD is an equal opportunity, affirmative action employer committed to a diverse work place.
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Oregon Administrative Rules
Oregon Revised Statutes
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