Initial Posting Date:

10/24/2024

Application Deadline:

11/07/2024

Agency:

Department of Transportation

Salary Range:

$3,477 - $4,755

Position Type:

Employee

Position Title:

Office Coordinator

Job Description:

Administrative Specialist 1 – Office Coordinator
Oregon Department of Transportation
Delivery & Operations Division – Region 5

District 12 Office
Pendleton

The role:

Are you a detail-oriented individual with excellent communication skills and have experience working in an office setting? Join our team as an office coordinator! In this role, you will be provide technical and administrative assistance to our Region 5 district maintenance office. Your duties will include providing internal office support, reviewing policies and collaborating with various staff. Apply today!

We encourage people from all backgrounds to apply for our positions. We hope you’ll join us on our path to increasing diversity, equity, inclusion and belonging through our values, commitments, strategies and actions.

Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile.

A day in the life:

• Assist all managers and maintenance crews across District 12.

• Coordinate and oversee administrative duties such as type correspondence, draft letters, purchase supplies and more.

• Oversee the district’s filing system including employee personnel files.

• Answer phones and walk in communication from the general public, directing to appropriate individuals.

• Assist with payroll and vendor payments for crews.

• Provide administrative assistance and research for all managers by gathering and interpreting data and implementing strategies for special assignments.

• Enter, update and retrieve information from various computer programs for employee training, equipment usage, employee data, payroll and more.

• Travel between project sites, meetings and overnight stays are required.

• Work in a standard office environment. Full-time in office work required during training period. Once training is complete, hybrid work options may be available.

• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov .

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

OR

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

OR

An equivalent combination of education and experience.

Special Qualifications:

Driving is an essential function of this position. You must have a valid 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.

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, education and alignment with ODOT values to help us decide who will move forward.

• Demonstrated experience establishing and maintaining working relationship with a diverse audience.

• Proficiency with office software, applications, shared platforms, virtual meeting apps and presentation software (e.g., Microsoft Office products, Smartsheet, Adobe, Zoom Microsoft Teams, etc.)

• Strong communication skills, both verbal and written.

• A proven track record of providing exceptional customer service, multitasking, independently managing time and prioritizing task with attention to detail.

• Demonstrated experience working with new technology solutions and policy changes.

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.

  • 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, 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 971-345-1967 or email ODOTRecruitmentJS@odot.oregon.gov.

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]. We are also unable to proceed with Curricular Practical Training (CPT) program requests.

• 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.

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