Office Coordinator

Initial Posting Date:

Application Deadline:

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Job Description:

Office Specialist 2 - Office Coordinator

Oregon Department of Transportation

Delivery & Operations Division - Region 3

Maintenance Section

Yoncalla

The role:

Join our North Douglas maintenance office and be a key player in keeping ODOT maintenance offices in Reedsport and Yoncalla running smoothly. You’ll provide essential clerical and administrative assistance to the maintenance staff, prioritize daily work and prepare clear, accurate reports. You’ll also help ensure the area office and crew uphold district and agency values, follow established policies and procedures, and stay compliant with all required laws. In this role, you’ll be at the center of operations, assisting both the team and the community we serve. Apply today!

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.

Before applying, visit ourapplicant information websiteto learn more about our process. If you are a current State of Oregon employee, you must apply through youremployee Workday profile.

A day in the life:

• Manage and coordinate the office’s workload to ensure efficient movement of tasks in and out.

• Establish priorities to ensure tasks are completed accurately and on deadline.

• Provide primary administrative, business and clerical support for the maintenance office.

• Prepare, edit and distribute correspondence, reports, forms, legal documents and contracts.

• Train staff in new or updated policies and procedures.

• Offer confidential clerical assistance to district and maintenance managers and other staff.

• Greet the public, answers and screens calls, and directs inquiries using knowledge of maintenance operations.

• Process mail maintains files and manuals, and updates information using Microsoft 365 and other systems.

• Track budgets, processes invoices, and stays current on procurement requirements, contracts and timelines.

• This role involves working in an office setting, including extended periods of sitting or remaining in a stationary position and performing repetitive tasks.

• To request a copy of the position description, which includes all duties and working conditions, please email[email protected].

What’s in it for you:

• 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!

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Minimum qualifications:

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.

What we’d like to see:

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 in building and maintaining effective working relationships with people of varied backgrounds and abilities.

• Experience in multitasking, managing time independently and prioritizing duties with strong attention to detail.

• Experience in customer service with a focus on problem solving and conflict resolution.

• Experience in using office software, shared platforms, virtual meeting tools and presentation applications, including Microsoft Office, Smartsheet, Adobe, Zoom and Microsoft Teams.

• Experience in communicating clearly and effectively, both verbally and in writing.

How to apply:

• 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 Michael Fairchild, Transportation Operations & Maintenance 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.

Need help?

• For questions, call 503-930-6376 or email [email protected]

Additional information:

• 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, 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.

Clerical Support, Administrative Support, Maintenance Operations, Work Prioritization, Report Preparation, Compliance, Agency Values, Policies And Procedures, District Operations, Office Coordination, Yoncalla jobs