Administrative Specialist

Initial Posting Date:

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Agency:

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Job Description:

Bring your business expertise to our team and develop new skills as an administrative specialist! In this important role, you will provide financial, procurement and accounts payable and receivable support to multiple units. Showcase your skills as you ensure a smooth flow of services and communication for our customers. Apply today!

This position reports to the Administrative Services Unit however, it supports managers and staff outside of the unit.

We provide a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. We encourage people from all backgrounds and abilities to apply for our positions.

• Process and manage invoices in Transportation Environmental Accounting Management System (TEAMS) or OregonBuys, ensuring accuracy, compliance and timely payment.
• Update vendor accounts and assist vendors with OregonBuys as needed.
• Determine expenditure account codes or validate provided codes for invoices.
• Coordinate and manage procurement activities, including reviewing purchase requests, sourcing vendors, processing orders and resolving discrepancies.
• Maintain organized financial and procurement records, including digital filing systems and tracking tools.
• Provide financial research and reporting assistance, including investigating erroneous charges.
• Provide centralized administrative support, including managing inboxes, phones, in-office supplies, front desk coverage and customer service needs.
• Provide vehicle-related administration, including tracking maintenance, processing vehicle invoices, managing permits and maintaining reservation systems.
• Drive a state vehicle for maintenance or to coordinate repairs.
• Actively participate in various team activities, including meetings, training, process improvement and providing backup coverage for administrative staff.
• Develop, review and maintain guides and desk procedures.
• Work in an office environment Monday through Friday with a work schedule closely following the business building hours; must be able to lift 50 pounds.
• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov.

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer.
• Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying. 
• The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%.
• Public Service Loan Forgiveness opportunity!

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data;

Driving is an essential function of this position. You must have a valid U.S. driver license and an acceptable driving record. We will conduct pre-employment driving records checks on our final candidate(s). Your license does not have to be issued in Oregon to be considered.

An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data;

An equivalent combination of education and experience.

If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience and education to help us decide who will move forward.

• Experience processing accounts receivable and troubleshooting errors.
• Experience processing procurement requests including reviewing requests, sourcing vendors, processing orders and resolving discrepancies.
• Experience working with on a team with differing opinions.
• Experience tracking statuses, assignments or projects ensuring resources are used effectively and timelines are met.
• Experience working in a high workload environment with multiple conflicting deadlines.
• Experience with process improvement practices and process documentation.

• Complete the following required steps:
  • Fill out the application or attach a resume. Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.
  • Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the “what we’d like to see” section above.
    • Your cover letter must be limited to no more than two (2) pages.
    • Please address your cover letter to Zenas Burgin, Administrative Services Manager.
    • Generic cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities.
    • You must upload your cover letter in the ‘Resume/Cover Letter’ section of the application.
  • Complete questionnaire. Answer the checkbox-style questions before submitting your application.
• After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.
• If you are a veteran or Oregon National Guard servicemember, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.

• For questions, call 971-273-8687 or email ODOTRecruitmentEM@odot.oregon.gov.

• We do not offer visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension].
• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process.
• We may use this recruitment to fill multiple or future vacancies.
• We will conduct name-based criminal background checks on final candidates, not including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and/or education verification as required for the position.
• You will be represented by the Service Employees International Union (SEIU).

ODOT is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process. For questions, concerns, or complaints regarding EEO/AA/ADA, contact 1-877-336-6368 (1-877-EEO-ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503-986-3700. Oregon Relay Service can be reached by calling 7-1-1.

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