Administrative Specialist

State of Oregon•Mill Creek, WA

3d•Onsite

About The Position

The Oregon Department of Transportation’s Delivery & Operations Division, Statewide Project Delivery Branch, Business Operations Section, is hiring an Administrative Specialist 1 for its Administrative Services Unit in Salem. The position provides financial, procurement, accounts payable and accounts receivable support to multiple units, including support for managers and staff outside the unit. It reports to the Administrative Services Unit. The role processes invoices through the Transportation Environmental Accounting Management System (TEAMS) or OregonBuys; updates vendor accounts; determines or validates expenditure account codes; and coordinates procurement activities. It also maintains financial and procurement records, assists with financial research and reporting, and provides centralized administrative and customer service support. Vehicle-related duties include tracking maintenance, processing invoices, managing permits and reservations, and driving a state vehicle for maintenance or repair coordination. The position works in an office Monday through Friday, on a schedule closely following the building’s business hours. The anticipated start date is in December 2026. Lifting up to 50 pounds is required. Driving is an essential function, and the employee must have a valid U.S. driver license and an acceptable driving record. The position is represented by SEIU.

Requirements

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 those activities; or an equivalent combination of education and experience.
A valid U.S. driver license and an acceptable driving record; driving is an essential function of the position.
Ability to lift 50 pounds.

Nice To Haves

Experience processing accounts receivable and troubleshooting errors.
Experience processing procurement requests, including reviewing requests, sourcing vendors, processing orders and resolving discrepancies.
Experience working on a team with differing opinions.
Experience tracking statuses, assignments or projects to ensure 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.

Responsibilities

Process and manage invoices in 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 codes provided for invoices.
Coordinate 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.
Assist with financial research and reporting, including investigating erroneous charges.
Provide centralized administrative support, including managing inboxes and phones, maintaining in-office supplies, covering the front desk and meeting customer service needs.
Handle 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.
Participate in team meetings, training, process improvement and backup coverage for administrative staff.
Develop, review and maintain guides and desk procedures.