Contracts and Invoice Office Specialist

State of Oregon; Salem (VA); Hybride; USD 42 000 - 56 000; Plein temps

Avantages offerts par ce poste

Amazing benefits

Résumé du poste

The Oregon Department of Education is seeking a Contracts and Invoice Office Specialist to provide clerical and administrative support across the Office of Enhancing Student Opportunities. You will process contractor invoices, maintain records, and support legal teams with invoicing and contract management.

Hybrid work is available with on-site collaboration and remote options for approved employees. Candidates should have clerical experience and an associate degree or equivalent, with a focus

Qualifications

• Two years of general clerical experience or equivalent.
• An associate degree in any field or an equivalent combination of education and experience.

Responsabilités

• Provide secretarial and administrative support for dispute resolution services.
• Process contractor invoices and payment documentation for timely payments.
• Maintain record keeping across files and tracking systems.
• Maintain team knowledge management, desk procedures and shared docs.
• Provide general clerical support and meeting preparation.
• Support the legal team's invoicing processes.
• Assist the Legal Specialist when needed.
• Process intake of work invoices from contractors.
• Maintain an invoice tracking system and monitor spending.
• Support processing of complaint orders as needed.

Connaissances

clerical experience

keyboarding

word processing

Formation

Associate degree or equivalent

Outils

Records management systems

Description du poste

Contracts and Invoice Office Specialist

Salary: $3,515 - $4,738 (PERS $3,742 - $5,067) Type: Permanent/Limited Duration ending, Full time/Part time

Work Model: Hybrid – on‑site presence required for collaboration, training or when onsite resources are needed. Remote work is permitted for approved employees with a reliable and secure internet connection and a professional work environment.

Key Responsibilities

• Provide secretarial and administrative support to the Legal Administrative Specialist in the management of Dispute Resolution services within the Office of Enhancing Student Opportunities.
• Process contractor invoices and payment documentation to ensure timely and accurate payment of expenditures.
• Maintain appropriate record keeping across Dispute Resolution files and tracking systems.
• Maintain team knowledge management systems, including desk procedures, reference materials, and shared documentation.
• Provide general clerical support, filing, and assistance with team scheduling and meeting or training preparation.
• Provide fiscal and administrative support to the Special Education legal team with primary responsibility for processing contract invoices.
• Serve as secondary administrative support to the Legal Specialist when the Legal Administrative Support position is unavailable.
• Process the intake of work invoices from contractors.
• Maintain an invoice tracking system and monitor contract spending.
• Support the processing of complaint orders, as needed.

Qualifications

• Required:
  • Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents.
  • or An associate degree in any field.
  • or An equivalent combination of education and experience.
• Preferred:
  • High‑volume correspondence and sensitive information.
  • Experience managing a shared or departmental inbox, intake line, or front desk, including triaging, routing, and responding to a steady flow of inquiries.
  • Demonstrated ability to handle confidential information and meet response timelines while communicating with the public and professionals such as attorneys, district staff, or vendors.
  • Invoice processing or accounts payable: direct experience receiving, reviewing, and processing invoices, including verifying them against contracts or approved rates and routing them for approval.
  • Demonstrated ability to track outstanding payments and resolve discrepancies with vendors or internal staff, ideally within a public agency or similarly structured approval process.
  • Records management and documentation: experience maintaining organized physical and electronic filing systems and accurately entering data into databases or tracking systems.
  • Demonstrated ability to create or update desk procedures, reference materials, or other documentation that helps a team work consistently.

Veteran Preference

Eligible veterans and Oregon National Guard service members (current and former) who meet the qualifications of the position will be awarded candidate preference.

Visa Sponsorship

The Oregon Department of Education does not offer visa sponsorship. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.

Equal Opportunity

The Department of Education is an equal employment opportunity and affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.

Benefits & Perks

Oregon State provides amazing benefits!

Job Closing

The job posting closes at 11:59 PM (PDT) on the closing date.

Mission and Office Culture

The Oregon Department of Education’s (ODE’s) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission, ODE has the vision to ensure all students have access to and benefit from a world‑class, well‑rounded, and equitable education system. The Office of Enhancing Student Opportunities (OESO) contributes to ODE’s mission by providing support in overall school improvement efforts to Oregon’s school districts, helping districts meet the obligations of IDEA, the requirements of the federal program, and overseeing and supporting the Oregon School for the Deaf. The work of this office impacts local school districts, education service districts, professional associations, and other agencies involved in education programs from kindergarten through post‑secondary education.