Office Coordinator

Oregon Department of Human Services; Yoncalla (OR); On-site; USD 45,000 - 76,000; Full time

Benefits offered by this job

Work-life balance

11 paid holidays

Flexible schedules

Paid leave

Public Service Loan Forgiveness (PSLF)

Job summary

ODOT’s North Douglas maintenance office seeks an Office Specialist 2 to coordinate office workflows, provide essential clerical support, and prepare clear reports for the maintenance staff at Reedsport and Yoncalla. You’ll train staff, assist the team, greet the public and manage documents and budgets with Microsoft 365.

Join a team dedicated to safe, reliable transportation and community service with competitive benefits and a non-PERS salary structure.

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.
• Experience in building and maintaining effective working relationships with people of varied backgrounds and abilities.
• Experience in multitasking, managing time independently and prioritizing duties with strong attention to detail.
• Experience in customer service with a focus on problem solving and conflict resolution.
• Experience in using office software, shared platforms, virtual meeting tools and presentation applications, including Microsoft Office, Smartsheet, Adobe, Zoom and Microsoft Teams.
• Experience in communicating clearly and effectively, both verbally and in writing.

Responsibilities

• Manage and coordinate the office’s workload to ensure efficient movement of tasks in and out.
• Establish priorities to ensure tasks are completed accurately and on deadline.
• Provide primary administrative, business and clerical support for the maintenance office.
• Prepare, edit and distribute correspondence, reports, forms, legal documents and contracts.
• Train staff in new or updated policies and procedures.
• Offer confidential clerical assistance to district and maintenance managers and other staff.
• Greet the public, answers and screens calls, and directs inquiries using knowledge of maintenance operations.
• Process mail maintains files and manuals, and updates information using Microsoft 365 and other systems.
• Track budgets, processes invoices, and stays current on procurement requirements, contracts and timelines.

Skills

Keyboarding

Word processing

Customer service

Office software

Microsoft Office

Smartsheet

Adobe

Zoom

Microsoft Teams

Education

Associate degree

General clerical experience

Equivalent education/experience

Tools

Microsoft 365

Zoom

Microsoft Teams

Smartsheet

Adobe

Job description

Office Specialist 2 – Office Coordinator Oregon Department of Transportation Delivery & Operations Division – Region 3 Maintenance Section Yoncalla

The role: Join our North Douglas maintenance office and be a key player in keeping ODOT maintenance offices in Reedsport and Yoncalla running smoothly. You’ll provide essential clerical and administrative assistance to the maintenance staff, prioritize daily work and prepare clear, accurate reports. You’ll also help ensure the area office and crew uphold district and agency values, follow established policies and procedures, and stay compliant with all required laws. In this role, you’ll be at the center of operations, assisting both the team and the community we serve.

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.

A day in the life:

• Manage and coordinate the office’s workload to ensure efficient movement of tasks in and out.
• Establish priorities to ensure tasks are completed accurately and on deadline.
• Provide primary administrative, business and clerical support for the maintenance office.
• Prepare, edit and distribute correspondence, reports, forms, legal documents and contracts.
• Train staff in new or updated policies and procedures.
• Offer confidential clerical assistance to district and maintenance managers and other staff.
• Greet the public, answers and screens calls, and directs inquiries using knowledge of maintenance operations.
• Process mail maintains files and manuals, and updates information using Microsoft 365 and other systems.
• Track budgets, processes invoices, and stays current on procurement requirements, contracts and timelines.

This role involves working in an office setting, including extended periods of sitting or remaining in a stationary position and performing repetitive tasks.

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 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.
• Experience in building and maintaining effective working relationships with people of varied backgrounds and abilities.
• Experience in multitasking, managing time independently and prioritizing duties with strong attention to detail.
• Experience in customer service with a focus on problem solving and conflict resolution.
• Experience in using office software, shared platforms, virtual meeting tools and presentation applications, including Microsoft Office, Smartsheet, Adobe, Zoom and Microsoft Teams.
• Experience in communicating clearly and effectively, both verbally and in writing.

What we’d like to see:

• Experience in building and maintaining effective working relationships with people of varied backgrounds and abilities.
• Experience in multitasking, managing time independently and prioritizing duties with strong attention to detail.
• Experience in customer service with a focus on problem solving and conflict resolution.
• Experience in using office software, shared platforms, virtual meeting tools and presentation applications, including Microsoft Office, Smartsheet, Adobe, Zoom and Microsoft Teams.
• Experience in communicating clearly and effectively, both verbally and in writing.

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.

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, 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 ... . 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.