Administrative Specialist

State of Oregon; Salem (OR); Presencial; USD 50.000 - 74.000; Jornada completa

Descripción de la vacante

The Oregon Department of Transportation in Salem is seeking an Administrative Specialist 1 to provide financial, procurement and accounts payable/receivable support to multiple units. This role ensures smooth operations and customer service while supporting drivers and office functions.

The position emphasizes detail, organization and teamwork, with duties including invoicing, vendor management, records, and driving as an essential function.

Formación

• Two years of secretarial or basic administrative support experience including records processing, generating documents, and gathering data.
• An associate degree in general office occupations and one year of related experience.
• Valid U.S. driver license with acceptable driving record; driving is an essential function.
• Experience with accounts receivable and procurement processes.
• Ability to work in a team and manage multiple tasks with deadlines.

Responsabilidades

• Process and manage invoices in TEAMS or OregonBuys, ensuring accuracy and timely payments.
• Update vendor accounts and assist vendors with OregonBuys as needed.
• Coordinate procurement activities, review requests, source vendors and resolve discrepancies.
• Maintain organized financial and procurement records and digital filing systems.
• Provide financial research and reporting assistance and investigate erroneous charges.
• Provide centralized administrative support, manage inboxes, phones, front desk coverage, and office supplies.
• Track vehicle-related administration, including maintenance, permits and reservation systems, and drive state vehicle as needed.
• Participate in team activities, meetings, and process-improvement initiatives.
• Develop and maintain guides and desk procedures.

Conocimientos

Records processing

Document generation

Data organization

Accounts receivable

Procurement

Customer service

Driving

Educación

Associate degree in general office occupations

Herramientas

TEAMS

OregonBuys

Descripción del empleo

**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. **Apply today!***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 by6.95%.* Public Service Loan Forgiveness opportunity! **Want to know about new job postings?** **Subscribe** **to receive weekly email notifications!****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:**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. **How to apply:*** **Complete the following required steps:** + **Fill out the application or attach a resume.** Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer. + **Attach a cover letter.** Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the **“what we’d like to see”** section above. - Your cover letter must be limited to no more than two (2) pages. - Please address your cover letter to **Zenas Burgin, Administrative Services Manager.** - Generic cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities. - You must upload your cover letter in the ‘Resume/Cover Letter’ section of the application. + **Complete questionnaire.** Answer the checkbox-style questions before submitting your application.* **After you submit your application, please respond to the public records request authorization and gender identity questionnaire.** This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.* If you are a veteran or Oregon National Guard servicemember, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.**Need help?*** For questions, call 971-273-8687 or email [e-mail]. **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).