Office Specialist

Office Specialist 2 – Job Description

This recruitment will fill one full‑time Office Specialist 2 position for the Extension Josephine County Office of Oregon State University, located in Grants Pass, Oregon. The role supports the Division of Extension and Engagement’s programs with administrative, business, program, and digital communication responsibilities.

The Office Specialist 2 (OS2) provides general administrative support, business and financial functions, program assistance, and digital communication support. The OS2 coordinates scheduling, manages supplies, supports financial transactions, assists in program registration, maintains the office website, and serves as a primary point of contact for customers and internal stakeholders. The position also supports the supervisory team and ensures compliance with civil rights, accessibility, and safety obligations.

• Serve as primary receptionist and customer service liaison.
• Answer phones, screen calls, take messages, and handle voicemail.
• Manage sensitive information with confidentiality.
• Coordinate meetings, events, and conferences, including travel and catering.
• Order supplies, handle mailing, and manage shipping and postage.
• Assist the supervisory team with facilities and safety issues.
• Process invoices, deposits, vouchers, and expense reports.
• Use OSU digital systems for reporting and inventory tracking.
• Maintain office equipment and coordinate with IT support.
• Assist 4-H and other program participants with registration, payments, and background checks.
• Support in‑person and remote non‑credit educational programs.
• Maintain the Extension Josephine County website and social media.
• Create marketing materials and newsletters.
• Perform other duties as assigned.

• Two years of general clerical experience, including one year of typing or word processing, or an Associate’s degree in Office Occupations or Office Technology, or graduation from a private business school with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year for year basis.

• Experience with record keeping and bookkeeping.
• Commitment to collaborative, respectful, inclusive environments.
• General computer knowledge and proficiency with office software.
• Ability to learn and adapt to multiple digital communication systems.
• Ability to work effectively with minimal supervision.
• Strong written and verbal communication skills with a diverse audience.
• Maintain confidentiality and professionalism.
• Team‑player attitude.

• Familiarity with Extension programs.
• Excellent organizational and prioritization skills.
• Ability to manage multiple projects and deadlines simultaneously.

• Typical work hours Monday-Friday 8:00 a.m.–5:00 p.m.
• Work primarily in an open office setting with frequent interruptions.
• Occasional evenings and weekends for program support.
• Extensive time sitting, standing at a desk, and using a computer.
• Requires access to a vehicle for travel, deliveries, and event setup.
• Occasional lifting of up to 30 pounds.

• Medical, dental, vision, and basic life insurance (university pays 95% of premiums).
• Free confidential mental health and counseling services.
• Retirement savings plan.
• Generous paid leave: holidays, vacation, sick leave.
• Tuition reduction benefits for you and eligible dependents.
• Work‑life programs: dual‑career assistance, flexible arrangements, employee assistance program.
• Optional lifestyle benefits (pet, accident, critical illness insurance).

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status. We are a fair chance employer committed to inclusive hiring. Eligibility for this position requires successful completion of background checks and, if driving, a valid driver’s license and completion of motor vehicle history checks.