District Administrative Specialist

State of Oregon•Roseburg, OR

1d•Onsite

About The Position

The Oregon Department of Transportation (ODOT) Delivery & Operations Division – Region 3 Maintenance Section in Roseburg is seeking a detail-oriented professional to serve as an Administrative Specialist 1 – District Administrative Specialist. This role will oversee state highway and bridge administration across Coos, Curry, and Douglas counties, with additional responsibilities in select projects in Josephine and Jackson counties. The ideal candidate will possess public-sector financial and contract management experience, advanced Microsoft Office proficiency, and the ability to independently coordinate multiple priorities. ODOT is committed to providing a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. They encourage applications from individuals of all backgrounds and abilities.

Requirements

An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR An equivalent combination of education and experience.

Nice To Haves

Experience with financial tracking, budgeting or contract administration in a public-sector setting.
Proficiency in Microsoft Office applications, Excel, Outlook and Word.
Familiarity with records management practices, public records requirements or document retention standards that include managing complex documents and data.
Experience coordinating multiple priorities, calendars or projects with pressing deadlines.
Experience with organizational skills with strong attention to detail and accuracy.
Ability to anticipate needs, identify issues and propose practical solutions solely.

Responsibilities

Handle sensitive operations and confidential clerical duties for managers, including proofreading correspondence, reports and personnel actions.
Enter, update and retrieve information using Oregon Department of Transportation (ODOT) computer systems.
Coordinate district financial activities, including payroll assistance, accounts payable, purchase requests, invoice reconciliation and budget monitoring for nine maintenance crews.
Assist with the development of maintenance budget split for multiple crews including but not limited to preparing crew budget for approval and entering data into the Highway Budget database system.
Monitor expenditures across eight funding sources and multiple emergency events, providing status updates to management.
Compile and submit reports related to highway maintenance activities, equipment usage, funding sources, fund transfers, cost summaries and property control.
Schedule and attend district and region meetings, prepare materials, take minutes, track follow-up items and distribute information.
Oversee the district filing system, maintaining personnel files and purging records as needed.
Route telephone calls, answer public inquiries and coordinate district responses to public records requests and legal tort claims.