Administrative Support

State of Oregon•Salem, OR

1d•Hybrid

About The Position

In this administrative support role, you will play a key part in keeping our operations running smoothly by providing administrative and financial assistance for Region 2: Northwest Oregon crews. You ll coordinate invoice processing and reconciliation, review account discrepancies to keep records accurate and research accounts to ensure accurate financial management. You ll also coordinate travel, manage cellular assets and handle purchasing. As part of our administrative team, you ll help crews across a wide range of projects and make a direct impact on the success of essential work happening every day! 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.

Requirements

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.
An equivalent combination of education and experience.
Driving is an essential function of this position. You must have a valid US driver license and an acceptable driving record.

Nice To Haves

Experience making decisions independently and solving problems effectively with minimal direction.
Experience interpreting and clearly communicating rules, laws, policies, decisions and procedures to others in a way that ensures understanding and compliance.
Experience providing confidential administrative support to managers at various organizational levels including handling sensitive information with discretion and maintaining confidentiality.
Experience using Microsoft Office (Word, Excel and Outlook), cloud-based file storage (such as OneDrive) and team collaboration platforms (such as Microsoft Teams).
Experience managing and prioritizing a high volume of tasks while maintaining accuracy, attention to detail and meeting deadlines.

Responsibilities

Review, verify and process contract invoices in OregonBuys or Transportation Environmental Accounting Management System (TEAMS).
Manage and resolve procurement related requests.
Research, review, investigate, coordinate data and summarize findings for reports and projects.
Manage inboxes, take meeting minutes and track projects.
Receive and answer internal and external inquiries via phone, email and in person.
Establish and maintain effective working relationships with internal and external customers.
Assist with requests for additional resources and assistance and ensure there s backup coverage during absences.
Manage cellular assets and coordinate travel for crews.