Forms, Inventory & Contracts Program Coordinator

State of Oregon•Salem, OR

3d•$4,312 - $5,988•Hybrid

About The Position

The Oregon Department of Transportation (ODOT) Driver & Motor Vehicle (DMV) Services Division, Program Services Section – Budget & Legal Support in Salem is seeking a Forms, Inventory & Contracts Program Coordinator. This role is crucial for ensuring the smooth and cost-effective operation of the DMV by managing the supply and control of key products like license plates, stickers, and forms. The coordinator will work closely with the storeroom, ODOT procurement team, DMV budget team, and plate processing units. Additionally, the position involves assisting with the management and maintenance of contracts and intergovernmental agreements across the DMV. ODOT is committed to providing a safe and reliable multimodal transportation system that supports Oregon's communities and economy, and encourages applications from all backgrounds and abilities.

Requirements

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An equivalent combination of education and experience.
Experience with procurement and governmental contract administration systems such as OregonBuys, including ordering products or items, interpreting contract terms, checking quality of product, and supporting vendor and financial processes.
Skill in data analysis, including the use of Microsoft Excel or other similar tools to monitor and review large datasets.
Excellent communication skills, both verbal and in writing, within a diverse group of people, including the ability to provide technical information in a clear, effective, and professional manner.
Experience ensuring accuracy in statements, spreadsheets, invoices, purchase orders, quotes, etc.
Experience providing responsive customer service and building positive working relationships with internal and external partners.

Responsibilities

Analyze historical, current, and projected usage data and apply forecasting methodologies to predict future forms and inventory requirements and order appropriately.
Maintain inventory control in the inventory control system.
Manage and report on expenditures and prepare monthly budget reports to ensure spending is within established limits.
Process invoices for plate and form orders within Teams and OregonBuys.
Negotiate amendments to contracts with vendors on an annual or biannual basis.
Work with vendors, DAS (Department of Administrative Services), and ODOT storeroom to resolve inventory issues and to ensure prompt delivery and distribution to DMV Headquarters and field offices.
Develop and implement processes for regular reviews of key contract dates and assignments of administration roles.
Advise staff on ODOT Procurement Office and OregonBuys policies and procedures.
Assist with approving form proofs and managing purchase orders for print and delivery services through DAS and contracted vendors.
Determine expected expenditures needed for biennial budget.