Office Specialist (Limited Duration)

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

Office Specialist 2 - Office Specialist (Limited Duration)

Agency: Department of Transportation

Position Type: Employee Position

Initial Posting Date: 08/26/2026 Application Deadline: 09/02/2026

Location: Bend

Salary Range: $3,515 - $4,738

Oregon Department of Transportation Delivery and Operations Division – Maintenance and Operations Branch Fleet Services / Central Oregon Fleet Repair Bend

We’re looking for an office specialist to support our Fleet Services section by coordinating the administrative operations that keep regional repair facilities running smoothly and ensuring vehicles and equipment are safely maintained. You will directly contribute to our agency’s mission of providing a safe, reliable transportation system by ensuring accurate records, compliant financial processes and assisting fleet staff.

This is a limited duration appointment that is expected to end on or before June 30, 2027. Limited duration appointments are benefits eligible and have a designated maximum length of service. This position has the potential to become permanent.

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:

• Coordinate administrative operations for the regional fleet repair facility including the parts room, field technicians and shop employees.


• Ensure administrative processes such as 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.


• Activate direct bill accounts and process travel reimbursements, ensuring compliance with agency financial standards.


• Enter, verify and correct commercial vendor repair invoice data in the Fleet Information Management System (FIMS).


• Manage warranty processing including opening work orders, coordinating with the warranty coordinator and completing billing reconciliation.


• Prepare and submit periodic reports including equipment rental, mileage, usage, inventory and other required operational reports.


• Process invoice payments, reconcile vendor statements and resolve billing issues in alignment with ODOT accounting and purchasing procedures.


• Assist with employee inquiries, payroll matters, benefits questions and general administrative guidance.


• Operate and maintain office equipment and systems to assist with daily workflow and shop operations.


• Work is performed in an office environment and may require occasional driving and working near loud noises and fumes from the repair shop.

What’s in it for you:

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more.


• Comprehensive and equitable base salary offer within the listed range.


• 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.

What we’d like to see:

• Demonstrated organizational abilities with consistent attention to detail in administrative and program-related tasks.


• Experience with records and information management including accurate data entry, data editing, document tracking and maintenance.


• Proficient in computer operations including Microsoft Office and other standard software applications.


• Experience communicating effectively, both verbally and in writing, with various groups of people.


• Experience organizing and prioritizing multiple tasks while managing competing deadlines and frequent interruptions.

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 affirmative 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.

#LI-ODOT #LI-DNP #LI-Onsite Secretary, office assistant, office staff, administrative staff, clerical staff, administrative support, fleet operations support Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Oregon 'flies with her own wings.'