Administrative Specialist

State of Oregon; Salem; On-site; INR 4,041,000 - 5,525,000; Full time

Benefits offered by this job

Public Service Loan Forgiveness

11 paid holidays per year

Flexible work schedules

Job summary

Oregon Department of Transportation is seeking an Administrative Specialist in Salem to provide financial, procurement, and accounts payable/receivable support across units. You will manage invoices, vendor accounts, and procurement, while maintaining records and assisting with reporting and customer service.

The role starts December 2026 and requires strong organizational skills and attention to detail. The position emphasizes multi-unit support, office duties, and periodic driving for vehicle

Qualifications

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.
• An equivalent combination of education and experience.

Responsibilities

• Process and manage invoices in TEAMS or OregonBuys, ensuring accuracy, compliance and timely payment.
• Update vendor accounts and assist vendors with OregonBuys as needed.
• Coordinate and manage procurement activities, including reviewing purchase requests, sourcing vendors, processing orders and resolving discrepancies.
• Maintain organized financial and procurement records, including digital filing systems and tracking tools.
• Provide financial research and reporting assistance, including investigating erroneous charges.
• Provide centralized administrative support, including managing inboxes, phones, in-office supplies, front desk coverage and customer service needs.
• Provide vehicle-related administration, including tracking maintenance, processing vehicle invoices, managing permits and maintaining reservation systems.

Skills

Secretarial experience

Administrative support

Records processing

Data gathering

Education

Associate degree in general office occupations

Tools

TEAMS

OregonBuys

Job description

Initial Posting Date: 10/13/2026 Application Deadline: 10/20/2026 Agency: Department of Transportation Salary Range: $3,798 - $5,193 Position Type: Employee Position Title: Administrative Specialist

Job Description: Administrative Specialist 1 – Administrative Specialist Oregon Department of Transportation Delivery & Operations Division – Statewide Project Delivery Branch Business Operations Section / Administrative Services Unit Salem

The role: Bring your business expertise to our team and develop new skills as an administrative specialist! In this important role, you will provide financial, procurement and accounts payable and receivable support to multiple units. Showcase your skills as you ensure a smooth flow of services and communication for our customers.

This position reports to the Administrative Services Unit however, it supports managers and staff outside of the unit. The anticipated start date will be in December 2026. We provide a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. We encourage people from all backgrounds and abilities to apply for our positions. Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile.

A day in the life: Process and manage invoices in Transportation Environmental Accounting Management System (TEAMS) or OregonBuys, ensuring accuracy, compliance and timely payment. Update vendor accounts and assist vendors with OregonBuys as needed. Determine expenditure account codes or validate provided codes for invoices. Coordinate and manage procurement activities, including reviewing purchase requests, sourcing vendors, processing orders and resolving discrepancies. Maintain organized financial and procurement records, including digital filing systems and tracking tools. Provide financial research and reporting assistance, including investigating erroneous charges. Provide centralized administrative support, including managing inboxes, phones, in-office supplies, front desk coverage and customer service needs. Provide vehicle-related administration, including tracking maintenance, processing vehicle invoices, managing permits and maintaining reservation systems. Drive a state vehicle for maintenance or to coordinate repairs. Actively participate in various team activities, including meetings, training, process improvement and providing backup coverage for administrative staff. Develop, review and maintain guides and desk procedures. Work in an office environment Monday through Friday with a work schedule closely following the business building hours; must be able to lift 50 pounds. To request a copy of the position description, which includes all duties and working conditions, please email [e-mail].

What’s in it for you

Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer. Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying. The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%. Public Service Loan Forgiveness opportunity.

Minimum qualifications

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.
• An equivalent combination of education and experience.

Special qualifications

• Driving is an essential function of this position.
• You must have a valid U.S. driver license and an acceptable driving record.
• We will conduct pre-employment driving records checks on our final candidate(s).
• Your license does not have to be issued in Oregon to be considered.

What we’d like to see

If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience and education to help us decide who will move forward.

• Experience processing accounts receivable and troubleshooting errors.
• Experience processing procurement requests including reviewing requests, sourcing vendors, processing orders and resolving discrepancies.
• Experience working with on a team with differing opinions.
• Experience tracking statuses, assignments or projects ensuring resources are used effectively and timelines are met.
• Experience working in a high workload environment with multiple conflicting deadlines.
• Experience with process improvement practices and process documentation.

Additional information

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. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension]. The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process. We may use this recruitment to fill multiple or future vacancies. We will conduct name-based criminal background checks on final candidates, not 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). ODOT is an Equal Employment Opportunity and affirm affirmative action. 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.

Need help?

For questions, call 971-273-8687 or email [e-mail].