Administrative Specialist

Oregon Department of Transportation; Salem (OR); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

11 paid holidays

Flexible work schedules

Public Service Loan Forgiveness

Job summary

Oregon Department of Transportation in Salem is hiring an Administrative Specialist to provide financial, procurement and accounts payable/receivable support across multiple units. You will manage invoices in TEAMS or OregonBuys, update vendor accounts and assist with procurement, while maintaining organized records and assisting with financial reporting.

The role requires driving, a valid U.S. driver's license and the ability to lift 50 pounds.

Qualifications

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

Skills

Secretarial experience

Administrative support

Customer service

Education

Associate degree in general office occupations

Equivalent combination of education and experience

Tools

TEAMS

OregonBuys

Accounts payable systems

Job description

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.

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.

Job Details

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

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;
• OR An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data;
• OR 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

• 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 Affidavit Action Employer. 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.

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