Office Specialist; Limited

Office Specialist (Limited Duration)

The role:

We're looking for an office specialist to support our Fleet Services section by coordinating the administrative operations that keep regional repair facilities running smoothly and ensuring vehicles and equipment are safely maintained. You will directly contribute to our agency's mission of providing a safe, reliable transportation system by ensuring accurate records, compliant financial processes and assisting fleet staff. If you want meaningful, mission driven work that supports crews who keep Oregon's transportation network operating, apply today!

This is a limited duration appointment that is expected to end on or before June 30, 2027. Limited duration appointments are benefits eligible and have a designated maximum length of service. This position has the potential to become permanent.

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 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:

• 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.
• Work is performed in an office environment and may require occasional driving and working near loud noises and fumes from the repair shop.
• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitmentgon.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!

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:

• 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.
• 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.

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…