Administrative Support

Administrative Support

Administrative Specialist 1 – Administrative Support Oregon Department of Transportation Support Services Division Procurement Section Salem /Hybrid

The role:

We are looking for a skilled administrative specialist to join our Procurement team! In this position, you will apply a variety of technical, administrative, and customer service skills for success of the procurement and contracting program. Apply today!

Hybrid remote work options available! Work will be required to be performed at the Salem office building at a minimum of one day per week or more, depending on business needs. Initial training will require a minimum of 3-5 days in office.

We provide a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. We encourage people from all backgrounds and abilities to apply for our positions.

Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile.

A day in the life:

• Provide administrative support and coordination for the ODOT Procurement Office managers and employees in support of the overall procurement and contracting program.
• Monitor and communicate with staff, vendors and personal service contract holders to resolve invoicing concerns and discrepancies.
• Monitor multiple electronic mailboxes daily. Track and record emails and documents.
• Coordinate office processes, procedures and duties with other administrative staff to ensure adequate coverage and timely service.
• Provide customer assistance, accept and time stamp bids, deliver to procurement specialist and properly secure documents.
• Use invoicing systems to enter invoice payments and to confirm expenditure status.
• Manage contract workflow.
• Create and maintain various desk manuals.
• Record action items and decisions, follow up with appropriate employees for details, and keep employees accountable for action items.
• Travel may be required.
• Work may involve dealing with highly politically or sensitive personnel matters and requires maintaining confidentiality.
• Work in an office environment with hybrid work options available.
• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitmentgon.gov.

What's in it for you:

• 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!

Minimum qualifications:

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data

OR

• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data

OR

• An equivalent combination of education and experience.

What we'd like to see:

• Excellent organizational and time management skills with the ability to prioritize tasks and anticipate workload needs.
• Exceptional internal and external customer service skills.
• Highly detail oriented with the ability to multi-task performing several different functions at one time.
• Excellent ability to accurately compose documents, correspondence, and notes with special attention to grammar, punctuation, spelling, capitalization, and sentence structure.
• Strong experience with communication (verbal and written), organization, and data entry, and technology such as Microsoft Word, Excel, Outlook, PowerPoint, and Teams.

How to apply:

• Complete the following required steps:
• Fill out the application or attach a resume. Please contact the recruiter under the 'Need help?' section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.
• Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the "what we'd like to see" section above.
• Your cover letter must be limited to no more than two (2) pages.
• Please address your cover letter to Benjamin McCartney, Procurement Manager.
• Generic cover letters that do not address the qualities that you have under the "what we'd like to see"…