Office Specialist (Limited Duration)

State of Oregon•Bend, OR

5d•Onsite

About The Position

The Oregon Department of Transportation (ODOT) is seeking an Office Specialist for its Fleet Services section. This role will coordinate administrative operations to ensure the smooth functioning of regional repair facilities and the safe maintenance of vehicles and equipment. The position directly contributes to the agency’s mission of providing a safe and reliable transportation system through accurate record-keeping, compliant financial processes, and support for fleet staff. This is a limited duration appointment, expected to end on or before June 30, 2027, with the potential to become permanent. ODOT is committed to providing a safe and reliable multimodal transportation system and encourages applications from all backgrounds and abilities.

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.
Proficient in computer operations including Microsoft Office and other standard software applications.
Experience communicating effectively, both verbally and in writing, with various groups of people.
Experience organizing and prioritizing multiple tasks while managing competing deadlines and frequent interruptions.

Nice To Haves

Demonstrated organizational abilities with consistent attention to detail in administrative and program-related tasks.
Experience with records and information management including accurate data entry, data editing, document tracking and maintenance.

Responsibilities

Coordinate administrative operations for the regional fleet repair facility, including the parts room, field technicians, and shop employees.
Ensure administrative processes such as payroll, purchasing, and business reporting are completed accurately and on time.
Manage records, filing systems, and documentation for vendor payments, accounts receivable, equipment expenditures, and inventory.
Activate direct bill accounts and process travel reimbursements, ensuring compliance with agency financial standards.
Enter, verify, and correct commercial vendor repair invoice data in the Fleet Information Management System (FIMS).
Manage warranty processing, including opening work orders, coordinating with the warranty coordinator, and completing billing reconciliation.
Prepare and submit periodic reports, including equipment rental, mileage, usage, inventory, and other required operational reports.
Process invoice payments, reconcile vendor statements, and resolve billing issues in alignment with ODOT accounting and purchasing procedures.
Assist with employee inquiries, payroll matters, benefits questions, and general administrative guidance.
Operate and maintain office equipment and systems to assist with daily workflow and shop operations.