Office Assistant

State of Oregon•Salem, OR

7d•$3,515 - $4,738•Onsite

About The Position

The Oregon Department of Transportation is recruiting for an office assistant to join their District 3 Office in Salem. This role is responsible for various tasks that ensure the smooth operation of the office, including organizing documents, maintaining invoices, managing schedules, and providing clerical support to district leadership and multiple crews. The department aims to provide a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. They encourage applications from all backgrounds and abilities.

Requirements

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR An associate degree in any field; OR An equivalent combination of education and experience.
Valid US driver license and an acceptable driving record.
Ability to pick up on new programs efficiently and quickly.

Nice To Haves

Experience in office procedures such as greeting customers and multi-line telephone systems.
Experience managing and prioritizing a high volume of tasks while maintaining accuracy, attention to detail and meeting deadlines.
Experience with Microsoft office (Word, Excel, Outlook) and team collaboration platforms (such as Microsoft Teams).

Responsibilities

Operate a multi-line telephone system and screen and route calls appropriately.
Provide callers with information about road and weather conditions, road closures, construction or other roadway projects.
Prepare and process vendor invoices for payment, ensuring that purchase documents are matched to the corresponding invoices.
Determine and resolve discrepancies, review and apply payment terms and conditions from invoices, price agreements and contracts.
Greet and direct visitors coming to the District 3 Office to the appropriate destination, meeting or appointment.
Order office supplies, equipment or furniture.
Maintain the conference room schedule and take minutes during meetings.
Type, proofread and edit correspondence, notes or minutes and schedule job interviews.
Maintain the filing system and manuals.
Receive, sort, distribute and file mail.
Prepare, review and proofread timesheets for accuracy before entering them in the Oregon state payroll system.
Work in an office environment.