Fleet Administrative Specialist: Records, Invoicing & Payroll

State of Oregon; Bend (OR); On-site; USD 39,000 - 53,000; Full time

Benefits offered by this job

11 paid holidays

Flexible work schedules

Paid leave

Job summary

The Oregon Department of Transportation in Bend, OR is hiring an Office Specialist 2 for a limited duration to coordinate administrative operations for Fleet Services. The role supports payroll, purchasing, reporting, vendor payments, and inventory, with a focus on accurate records and compliant financial processes.

This limited duration appointment may lead to a permanent position and includes a competitive base salary within the listed range, with benefits eligibility and a mission to keep

Qualifications

• 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.

Responsibilities

• Coordinate administrative operations for the regional fleet repair facility including the parts room, field technicians and shop employees.
• Ensure payroll, purchasing and business reporting are completed accurately and on time.
• Manage records, filing systems and documentation for vendor payments, accounts receivable, equipment expenditures and inventory.
• Process travel reimbursements and direct bill accounts in compliance with agency standards.
• Enter and verify vendor repair invoice data in the Fleet Information Management System (FIMS).
• Manage warranty processing including opening work orders and billing reconciliation.
• Prepare and submit periodic reports including equipment rental, mileage, and inventory.

Skills

General clerical experience

Keyboarding

Word processing

Attention to detail

Customer service

Education

Associate degree

Equivalent combination of education and experience

Tools

Microsoft Office

FIMS (Fleet Information Management System)

Job description

The Oregon Department of Transportation in Bend, OR is hiring an Office Specialist 2 for a limited duration to coordinate administrative operations for Fleet Services. The role supports payroll, purchasing, reporting, vendor payments, and inventory, with a focus on accurate records and compliant financial processes.

This limited duration appointment may lead to a permanent position and includes a competitive base salary within the listed range, with benefits eligibility and a mission to keep