Office Specialist

Job Summary

This recruitment will fill one full‑time Office Specialist 1 position for University Relations and Marketing Services and Solutions at Oregon State University (OSU). The role supports the accurate preparation, formatting, and processing of mailing lists used in bulk mail production. It performs data quality functions, address standardization, report preparation, and coordinates list requirements with campus partners and vendors.

• Receive, review, validate, and format customer mailing lists for USPS‑compliant processing (CSV, XLSX, TXT, etc.).
• Run address lists through ARS, NCOA, and other address verification tools; document and maintain processing results.
• Identify and resolve data quality issues and communicate required corrections to customers.
• Generate address correction and undeliverable reports to support customer database updates.
• Support recurring list management and recommend improvements to optimize list structure and postage efficiency.
• Provide guidance on list formatting, variable data requirements, and secure file transfer best practices.
• Intake and review mailing instructions, verify completeness, and coordinate with printing and mailing staff.
• Assist with preparation of documentation for postage permits, including nonprofit mailings.
• Verify that list‑processed mailings meet USPS addressing and automation standards.
• Prepare finalized address files for production equipment and support basic mail production tasks.
• Provide backup support to digital print client services and participate in ongoing training.

Completion of courses or training in Office Technology; or one year of general clerical experience that includes typing, word processing, or document generation; or an equivalent combination of training and experience.

• Experience working with spreadsheets and databases.
• Proficiency with Microsoft Excel (or equivalent), including data sorting/filtering, basic formulas, and CSV file handling.
• Experience processing mailing lists in a print, mail, advancement, admissions, or marketing services environment.
• Experience using mailing data tools (e.g., BCC, Satori/Quadient, Melissa) and/or performing NCOA processing.
• Attention to detail and accuracy with large datasets, particularly address data.
• Ability to follow documented procedures and USPS guidelines while working independently and collaboratively in a deadline‑driven environment.
• Effective written and verbal communication skills to explain data‑related issues to non‑technical customers.
• Commitment to promoting an inclusive work environment.
• Successful completion of a criminal history check and determination as position‑qualified per University Standard: 05‑010 et seq.

• Familiarity with USPS addressing and automation standards, including nonprofit mailing requirements.
• Experience preparing data for variable‑data printing or bulk mail production workflows.
• Experience with production management or job ticket systems (e.g., Avanti) and performing basic QA checks.
• Direct customer communication experience to resolve data issues and provide file preparation guidance.
• Ability to identify opportunities for process improvement related to data quality, workflow efficiency, or cost savings.

Primarily office/computer work with extended periods at a workstation performing data tasks. Occasional time on the production floor to support job preparation and quality checks. May require standing, bending, grasping, and occasional lifting up to 50 pounds. Non‑standard shift may occasionally be required to meet deadlines.

• Medical, dental, vision, and basic life insurance with the university paying 95% of premiums for the employee and eligible dependents.
• Retirement savings plans paid by the university.
• Paid leave package, including holidays, vacation, and sick leave.
• Tuition reduction benefits for the employee and qualifying dependents.
• Work‑life programs, including dual‑career assistance, flexible arrangements, and employee assistance program.
• Free confidential mental health and emotional support services.

OSU is an equal opportunity employer and a fair‑chance employer committed to inclusive hiring. The University encourages applications from candidates with a wide range of lived experience, including those with involvement in the justice system.