Office Specialist

Office Specialist 2

Oregon State University

Location: Central Point

Work schedule: Monday‑Friday, 8:00 a.m.–5:00 p.m. (with possible evenings & weekends)

This Office Specialist 2 position provides general office support, business financial functions, and program support for the Division of Extension and Engagement’s Extension Jackson County Office at Oregon State University, based at the SOREC.

• Performs numerous office and organizational support tasks, and other assigned support tasks.
• Assists with answering telephones, screening and directing calls, and taking messages.
• Provides excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.
• Assists callers and office visitors by providing accurate information and referring appropriate personnel.
• Coordinates meetings, events, and conferences to include scheduling facilities, arranging for food and/or beverage service, and preparing necessary decorations and materials. Travel/driving will be required for setting up events.
• Utilizes various software programs to create or update office manuals related to the office, programs or services, including writing, editing, proofing, and completing final drafts.
• Orders materials, supplies, publications, computers, etc., from cost‑effective vendors.
• Follows OSU policies, standards, rules, and procedures and the Division’s rules and procedures as needed to perform responsibilities.
• Provides thorough, professional, and friendly customer service.
• Manages sensitive information with confidentiality and discretion.
• Troubleshoots site issues and assists clients as needed.
• Assists the Administrative Office Manager with the Extension’s civil rights obligations at the Extension Jackson County Office such as collecting data and documents from program faculty for the internal reviews, and ensuring program marketing materials are accessible and include reasonable accommodations information.
• Completes the division’s civil rights training session(s).
• Assists the Administrative Office Manager with ensuring a safe, welcoming and respectful environment to all Extension and Engagement constituents and clients.
• Assists Administrative Office Manager with day‑to‑day facilities and safety issues, indicates need for repairs and improvements, and works with Administrative Office Manager to coordinate with appropriate county representative.

• Processes specialized records requiring reference to numerous guides, regulations, instructions, manuals, and/or precedents; and reviews materials for proper completion and accuracy against manual and computer‑generated reports.
• Processes invoices, deposits, journal vouchers, travel reimbursements, expense reports, and conducts other financial transactions. Travel/driving will be required for making deposits at a financial institution.
• Utilizes OSU digital systems for administrative and program reports.
• Utilizes technology to organize and manage digital files, websites, and other digital forms as needed to adapt to a changing technological environment.
• Serves as the point person on office and program equipment, computer, technology‑related functions including, but not limited to, Zoom, Docu Sign, Box, SAP Concur, and any new technology implemented.
• Ensures efficient and secure operation for office computer printers/copiers and related equipment, serves as liaison with the OSU’s Community Network.
• Accepts payments in cash, check, and digitally from the public for payment of publications, conferences, workshops, services, classes, etc., and may make deposits to appropriate financial institution.

• Assists 4‑H and/or other program participants and volunteer leaders with registration, payment, background checks, and provides program information and assistance.
• Assists 4‑H and/or other program coordinators with scheduling, reporting, and tracking.
• Provides support for 4‑H fair including judge contracts and payments, travel and hotel arrangements, registration, and other office logistical support. Travel/driving will be required to assist with 4‑H fair events.
• Provides program and organizational support…