Charitable Report Assistant (Office Specialist 2) - Civil Enforcement Division
About The Position
The Oregon Department of Justice is seeking a candidate with clerical and customer service experience to hire as a Charitable Report Assistant (Office Specialist 2) to support the Charitable Activities Section of the Civil Enforcement Division. This position will be located in the Portland Legal office. The Charitable Activities Section is responsible for registration and licensing of more than 24,000 charitable trusts and corporations, professional fundraising firms, and nonprofit organizations in the State of Oregon. The purpose of the position is to assist the section in maintaining its files on registered charitable organizations, assist in the conversion of paper files into electronic records through the use of scanning equipment, create and maintain electronic files on charitable organizations and data entry. This position will also respond to public inquiries for information related to charities, and to provide general office support.
Requirements
- Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents.
- An associate degree in any field.
- An equivalent combination of education and experience.
Nice To Haves
- Ability to work as a team member as well as independently.
- Demonstrate professional verbal and written communication skills.
- Ability to maintain punctual and regular attendance.
- Experience providing accuracy and attention to detail in work performance.
- Ability to work efficiently while adapting to change and new processes.
- Computer proficient with ability to learn new software and systems.
- Experience with sorting and processing incoming mail.
- Proficient in 10-key.
Responsibilities
- Process, scan, and review paper documents to convert to electronic form using scanning equipment similar to photocopy machine.
- Coordinate with and verify completeness of scans received from vendor.
- Organize and maintain electronic files relating to annual State and IRS reports, as well as charities registration documents.
- Data entry of specific information from charities State and IRS reporting forms.
- Review report submission for certain items relating to completion and accuracy of report.
- Resolve issues by contacting filer and explaining necessary corrections with statutes, rules and established section guidelines.
- Assist Annual Report Specialists (Admin Specialist 1), Charities Registration staff, and Section Operations Analyst with processing mailings, following up on delinquent annual reports, and providing administrative support to other Section professional staff with tasks related to the oversight and enforcement program of the Section.
- Receive, open, and process the section’s mail.
- Open and date stamp all items received and ensure checks are endorsed.
- Meet visitors in the lobby and accept deliveries.
- Field telephone questions and respond to emails from the public and charities related to reporting and compliance issues.
- Perform other duties as assigned, including occasionally answering phones at Portland legal office reception on backup basis.
Benefits
- Job satisfaction as part of a team whose mission is to serve Oregon's public and government agencies.
- Permanent, full-time employment.
- Vacation, sick leave, 11 paid holidays a year, and special days off.
- Excellent medical, vision, and dental.
- Pension and retirement programs.
- Endless peer and management support, and representation by the Service Employees International Union (SEIU).
- Opportunity to expand your professional skills.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
