Office Specialist (Limited Duration)

State of Oregon•Roseburg, OR

2d•Hybrid

About The Position

The Oregon Department of Transportation is seeking an organized and customer-focused individual to join their Region 3 team as an Office Specialist. This role provides customer service and administrative assistance to multiple work units, coordinating meetings, travel, invoices, personnel documents, mail, and records. The position is a limited duration appointment, expected to end on or before June 15, 2027, with the potential to become permanent. The department aims to provide a safe and reliable multimodal transportation system that supports Oregon's communities and economy.

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.
Experience providing customer service to internal or external customers.
Experience using Microsoft Outlook, Word and Excel.
Experience communicating effectively, both verbally and in writing, with diverse groups of people.
Experience working collaboratively in a team environment.
Experience organizing and prioritizing multiple tasks while managing competing deadlines and frequent interruptions.

Responsibilities

Answer and direct calls on a multiline telephone system while providing excellent customer service.
Process incoming and outgoing mail, packages and deliveries.
Review, code and process invoices and payments for multiple work units.
Schedule meetings, reserve conference rooms and coordinate calendars using Microsoft Outlook and Teams.
Coordinate maintenance and repairs for fleet vehicles and process related documentation.
Order and maintain office supplies, equipment and forms.
Process, scan and maintain confidential personnel records and employment documents.
Create, organize and maintain spreadsheets, reports, presentations and other documents using Microsoft Office applications.
Coordinate travel arrangements, including hotel, car rental and meeting logistics, for region employees.
Provide administrative assistance, troubleshoot basic computer and office equipment issues and serve as an information resource for staff.
Take meeting minutes, prepare summaries, and other correspondence.
Work collaboratively in a fast-paced team environment while managing multiple priorities and providing backup assistance to other work units.