Office Specialist

Position Summary

This recruitment will fill one full‑time Office Specialist 2 position for the Division of Extension and Engagement’s Extension Josephine County Office at Oregon State University (OSU), located in Grants Pass, Oregon. The OS2 reports to the Community Relations and Program Manager, the designated regional Administrative Office Manager, and the Southern Regional Director.

The Office Specialist 2 provides general administrative support, business and financial functions, program support, and digital communication support. The role requires independent organization and prioritization of a demanding workload, exceptional customer service, and culturally appropriate, inclusive communication.

• 30% – Office administrative support
  • Serves as the primary receptionist, providing excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.
  • Answers the telephone, screens and directs calls, and takes messages; returns voicemail in a timely manner.
  • Assists callers and office visitors by providing accurate information and referring appropriate personnel.
  • Manages sensitive information with confidentiality and discretion.
  • Performs numerous office and organizational support tasks and other assigned support tasks.
  • Coordinates meetings, events, and conferences, including scheduling facilities, arranging food and beverage service, and preparing necessary decorations and materials. Traveling or driving may be required to set 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.
  • Retrieves and distributes mail; prepares program mailings; handles shipping and postage needs. Traveling or driving may be required.
  • Assists the supervisory team with day‑to‑day facilities and safety issues, indicates need for repairs and improvements, and coordinates with appropriate county representatives.
• 25% – Business functions
  • Processes specialized records requiring reference to numerous guides, regulations, instructions, manuals, and/or precedents; reviews materials for proper completion and accuracy against manuals and computer‑generated reports.
  • Processes invoices, deposits, journal vouchers, travel reimbursements, expense reports, and conducts other financial transactions.
  • Accepts payments in cash, check, and digitally from the public for payment of publications, conferences, workshops, services, classes, etc., and makes deposits at the OSU designated financial institution. Traveling or driving may be required to make deposits.
  • 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, and technology‑related functions including Zoom, Docu Sign, Box, SAP Concur, and any new technology implemented.
  • Ensures efficient and secure operation for office computer printers/copiers and related technology equipment, and serves as liaison with the OSU Service Desk‑IT.
  • Tracks and conducts inventory of minor equipment and the check‑out process for customers and OSU Josephine employees and maintains accurate documentation.
• 25% – Program support
  • 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. Traveling or driving may be required to assist with 4‑H fair events.
  • Provides clerical program and organizational support for in‑person and remote non‑credit educational programs.
  • Assists programs with distributing promotional flyers, informational letters and memos, schedules of events, event…