Forms, Inventory & Contracts Program Coordinator

Forms, Inventory & Contracts Program Coordinator

Administrative Specialist 2 – Forms, Inventory & Contracts Program Coordinator Oregon Department of Transportation Driver & Motor Vehicle (DMV) Services Division Program Services Section – Budget & Legal Support Salem

The role:

Join our team as the forms, inventory & contracts program coordinator where you will order and maintain supplies of license plates, stickers and forms to ensure that DMV runs smoothly and cost-effectively. You will work closely with the storeroom, ODOT procurement team, DMV budget team and plate processing units within DMV to manage the supply and control of key products. You will also assist with managing and maintaining contracts and intergovernmental agreements across DMV.

Apply today to help ensure we meet the needs of the traveling public!

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.

A day in the life:

• Analyze historical, current and projected usage data and apply forecasting methodologies to predict future forms and inventory requirements and order appropriately.
• Maintain inventory control in our inventory control system.
• Manage and report on expenditures and prepare monthly budget report to ensure spending is within established limits.
• Process invoices for plate and form orders within Teams and Oregon Buys.
• Negotiate amendments to contracts with vendor on an annual or biannual basis.
• Work with vendors, DAS (Department of Administrative Services) and ODOT storeroom to resolve inventory issues and to ensure prompt delivery and distribution to DMV Headquarters and field offices.
• Develop and implement processes for regular reviews of key contract dates and assignments of administration roles.
• Advise staff on ODOT Procurement Office and Oregon Buys policies and procedures.
• Assist with approving form proofs and managing purchase orders for print and delivery services through DAS and contracted vendors.
• Determine expected expenditures needed for biennial budget.
• Work in a typical office environment, with travel throughout the state required. Hybrid work options available with remote work optional up to 2 days per week.
• 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:

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

OR

An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

OR

An equivalent combination of education and experience.

What we'd like to see:

• Experience with procurement and governmental contract administration systems such as Oregon Buys, including ordering products or items, interpreting contract terms, checking quality of product, and supporting vendor and financial processes.
• Skill in data analysis, including the use of Microsoft Excel or other similar tools to monitor and review large datasets.
• Excellent communication skills, both verbal and in writing, within a diverse group of people, including the ability to provide technical information in a clear, effective, and professional manner.
• Experience ensuring accuracy in statements, spreadsheets, invoices, purchase orders, quotes, etc.
• Experience providing responsive customer service and building positive working relationships with internal and external partners.

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.
  • Complete questionnaire. Answer the checkbox-style…