Office Specialist 2 (Part-Time District Executive Secretary)
Transportation-Highway - Ontario, OR

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Position Summary

ODOT13-0114oc - Ontario

This is a Limited Duration appointment that will/is expected to end on or before June 30, 2015. Limited Duration appointments are regular status, benefits eligible, with a designated maximum length of service.

The purpose of this position is to provide confidential secretarial support and perform and/or coordinate administrative work for the District Manager and assist in the support of the Assistant District Manager, District Permit Specialist, Transportation Maintenance Managers, Project Management office, section crews and other district staff by providing secretarial support including inputting payroll, paying bills, typing letters, reports, filing correspondence, answering telephone and transferring calls, answering and responding to radio traffic, greeting the public, making travel and meeting arrangements and other duties to relieve the District Manager and his staff of those responsibilities.

Working Conditions

The work schedule for this position is 8:00 am – 12:00 pm on Monday through Thursday and 8:00 am – 5:00 pm on Friday (Mountain Time zone).

Employee may be required to respond to the office any time of day, night, weekend, or holiday for emergency situations.

Employee will work in a high noise level office environment due to telephones, radio traffic and office machines and will use a computer and a variety of software programs; there are frequent interruptions due to the public and staff needing assistance.

The employee will be the initial contact for the general public and department employees; you must be able to deal with members of the general public and staff who are sometimes emotionally charged and maintain a good working relationship while rendering the necessary services.

This position is represented by the Service Employees International Union (SEIU/OPEU).

Employee will be required to use a vehicle to conduct business; you must possess and maintain a current, valid driver's license and an acceptable driving record or be able to provide an acceptable alternate method of transportation.

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.

Criminal Background and additional pre-employment check(s) as required for the position will be conducted on final candidates (could include Driver License, LEDS, and/or Education Verification).

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 541-963-1584.

For technical help with online application, call 1-877-204-4442.

Application Help:

Position Duties

Answer telephone, screen and route calls to staff members, taking messages as necessary; receive, interview and screens callers and visitors and respond to complaints or concerns, either in person or by telephone, by collecting details and contacting appropriate individuals for necessary action.

Respond on the telephone and in person to general questions from public, businesses, and truck drivers about all subjects related to the operation of the state highway system and its employees.

Make arrangements for meetings and conferences; schedule meeting rooms.

Listen, explain laws and rules, and respond to questions daily from the public and other government agencies regarding permits, right of way, road hazards, road conditions, weather conditions, general complaints, tourism and other requests for information.

Use radio and electronic mail to communicate with other units; Gather road and weather information for the District from the field crews and distribute to local radio stations and data entry into the INVIEW system for public and internal use. Assist stranded motorist by relaying required information from ODOT personnel to OSP dispatch, then advising Estimated Time of Arrival of wrecker, etc.

Act as communication link between field employees and various Salem offices. Assist District crews with computer and software application questions. Assist office and field crews with the operation of the highway automated signs, such as VMS Signs, Mobile Home Signs and Snow Zone Signs, in addition to the Highway Advisory Radio System, to reflect current road conditions and/or restrictions.

Assist with, review for completeness and accuracy, make corrections, and process time cards. Data entry of payroll time sheets for all employees in the district into automated Payroll System. Resolve discrepancies on time sheets with payroll technician and crew manager.

Gather information, compose and type a variety of correspondence, reports, memos, and other documents independently for or on behalf various managers

Make photocopies and reproduce maps. Maintain the District’s filing system in accordance with the State Filing Manual, organizing and purging files when necessary. Maintain employee personnel files, prepare employee personnel actions, answer questions from staff related to travel, leave, and other personnel related record keeping.

Review invoices for proper cost coding and signatures; prepare and process billing/invoices, such as utilities, supplies, contractors, and Purchase Orders, for payment by data entry into the Teams Accounting System; resolve balance, credit, and past due discrepancies with vendors by phone or mail.

Use computer to enter, update, revise and retrieve information using various programs, such as Microsoft Outlook, Word, Excel, Mainframe applications and other databases.

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

Region 5

3012 Island Avenue

La Grande OR 97850

Fax 541-963-1377

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

ODOT does not discriminate on the basis of disability in admission or access to our programs, services, activities, hiring, and employment practices. Contact 1-877-336-6368 (1-877-EEO-ODOT) for questions regarding Equal Employment Opportunity and Affirmative Action.

The Oregon State Government is expected to continue cost reduction measures including mandatory unpaid time off (furlough days) during the 2011-2013 biennium.
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