Office Specialist 2 (Facilities Assistant)
Revenue-Director's Office - Salem, OR

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The Oregon Deptartment of Revenue is currently recruiting for an Office Specialist 2 (Facilities Assistant) to join our Facilities Unit in Salem.

This position is within the Facilities/Project Management/Safety Unit, which is responsible for facility administration, project management, and safety/security for the physical building and employees. This unit also administers the Quick Responder program and the Green Team. The purpose of this position is to provide administrative support to this team.

This is a full-time, SEIU represented position. This recruitment may be used to fill additional vacancies as they occur.

Duties & Responsibilities:

Schedules public accessed conference rooms and atrium/landings. Coordinate and review building permit request from public. Administers the reconciling of the Agencies Office Max orders. Administers the Quick Responder Program and Green Team for the agency. Coordinates the Fire Alarm testing for the 3rd floor IT server room and banking room. Process chair repairs and purchases. Administer all Conference room upkeep on a quarterly basis.

Process requests for building maintenance. Schedules with DAS requests for heating/cooling, light bulbs replacement, plugged sinks, spills on carpet, broken mini blinds, elevator problems, and other misc. building and facility related repairs/adjustments.

Provides general office support for the Facilities/PM/Safety Unit. Type a variety of correspondence, memos, and reports. Read, sort and distribute incoming mail. Provide zero-out telephone assistance. Order supplies needed for Facilities/PM/Safety Unit. Write or type order forms for items requested by unit staff. Do various filing tasks.

Provides customer service to employees throughout the agency relating to facilities, badging, and telephone service issues. Acts as back up to the section’s AS1 and Project Coordinator as liaison with the Department of Administrative Services on DAS policy and procedure issues relating to facilities, building maintenance, heating/cooling, security/badging, construction/repair projects and janitorial service issues. As needed, works with telephone vendors to ensure efficient operation of the agency’s telephone system.

This position also serves as back up to the Systems Furniture Specialist with systems furniture installations and reconfigurations. This involves making minor repairs to broken furniture and assembling/installing cubicle walls and work surfaces according to agency specifications.

Assists with a variety of special projects throughout the unit as assigned.

WORKING CONDITIONS
Primarily in a typical office environment. Must be physically able to assist with furniture moves and installs to include lifting and carrying up to 70 lbs. and ability to use hand trucks and similar equipment to move items around the building.

Qualifications & Desired Attributes:

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.

Preference may be given to applicants demonstrating the ability to :
  • Shift job functions or tasks to accommodate changing priorities
  • Remain productive and take initiative for tasks with little direction from others
  • Navigate a variety of computer applications to enter or retrieve data
  • Customer Service experience, especially with internal customers
  • Ability to work collaboratively in a team environment
  • Familiarity with office systems furniture or similar installations also desirable

Additional Information:

To apply for this position, follow the “Apply” link above to complete the Oregon Employment Application online. All application materials must be received by the closing date/time posted.

Only complete applications will be considered. Be sure to answer all supplemental questions and attach any required documents. Responses to the “Supplemental Questions” will be reviewed to determine if you meet the minimum qualifications and desired attributes for the position. Qualified applicants whose responses most closely match the desired attributes for the position will be invited to interview. Transcripts must be submitted to receive credit for higher education coursework (official or unofficial at the time of application).

The state of Oregon requires all applications have a valid email address. Communication to applicants from the Dept. of Revenue will be done via email or telephone.

If you do not currently have an email address and do not know where to go to get one please refer to our Applicant E-Recruit FAQ's web page question #14 to view several internet providers where you can get a free e-mail account. The state of Oregon does not endorse any particular provider.

To work for the Department of Revenue you must comply with all income tax laws. This means that the department will check to see if you have filed Oregon income tax returns and made arrangements to pay any outstanding liabilities before offering you a position.

Applicants will also be subject to a criminal history check which may include fingerprinting. Circumstances of any criminal conviction will be reviewed to determine whether an applicant is accepted for employment.

Please be aware that due to the economic downturn and subsequent state budget short-fall, this position may be subject to cost reductions including mandatory unpaid time off. The pay and benefits on all announcements may change without notice.

If you have a disability or otherwise require an application in an alternate format in order to complete the process, you may contact us at:

Oregon Department of Revenue
Human Resources Rm. 135
Salem, OR 97301
Phone (503) 945-8547
Fax (503) 947-2047

Oregon Dept. of Revenue is an Equal Opportunity and Affirmative Action Employer

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