District Administrative Specialist

Role Overview

Join our team as the district administrative specialist! You will play a key role in keeping daily operations running smoothly by providing reliable administrative and organizational support to teams that deliver critical transportation services. This role reflects our values of service, accountability and equity by encouraging clear communication, maintaining accurate records and helping staff stay organized. If you enjoy problem solving, are passionate about serving the public and want to be part of a collaborative team that makes a visible impact in our communities, then this might be the position for you.

• Provide general administrative aid, including preparing, proofreading and reviewing correspondence and reports, letters and personnel actions.
• Oversee the district filing system, including employee personnel files and record purging as needed.
• Operate computers to enter, update and retrieve information using ODOT systems.
• Coordinate and process district financial activities, including payroll assistance, accounts payable, purchase requests, invoice reconciliation and monitoring budgets for 9 maintenance crews.
• Answer and route telephone calls, take messages, greet and screen visitors and answer inquiries from the public.
• Compile, compute and submit reports related to highway maintenance activities, equipment usage, fund transfers, property control, roadway surface types and cost summaries.
• Work in a standard office environment with travel required.
• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitmentgon.gov.

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.
• An equivalent combination of education and experience.

• Driving is an essential function of this position. You must have a valid US driver license and an acceptable driving record. We will conduct pre-employment driving record checks on our final candidate(s). Your license does not have to be issued in Oregon to be considered.

• Experience with financial tracking, budgeting, or contract administration in a public sector setting.
• Proficiency in Microsoft Office Suite (especially Excel, Outlook and Word) with the ability to manage complex documents and data.
• Familiarity with records management practices, public records requirements or document retention standards.
• Experience coordinating multiple priorities, calendars or projects with competing deadlines.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Ability to anticipate needs, identify issues and propose practical solutions independently.

• 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!

ODOT is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process.

For questions, concerns or complaints regarding EEO/AA/ADA, contact (1‑877‑EEO‑ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503‑986‑3700. Oregon Relay Service can be reached by calling 7‑1‑1.