Charitable Report Assistant; Office Specialist - Civil Enforcement Division

Charitable Report Assistant (Office Specialist
2) - Civil Enforcement Division

The Oregon Department of Justice is seeking a candidate with clerical and customer service experience to support the Charitable Activities Section of the Civil Enforcement Division. The position is located in the Portland Legal office and involves maintaining files on registered charitable organizations, converting paper files into electronic records, and providing general office support.

• Process, scan, and review paper documents to convert them to electronic form using scanning equipment.
• Coordinate with and verify the completeness of scans received from vendors.
• Organize and maintain electronic files related to annual State and IRS reports and charity registration documents.
• Perform data entry of specific information from charities State and IRS reporting forms.
• Review report submissions for accuracy and completion, and resolve issues by contacting filers and explaining necessary corrections.
• Assist Annual Report Specialists, Charities Registration staff, and Section Operations Analyst with processing mailings and following up on delinquent annual reports.
• Provide administrative support to other Section professional staff with tasks related to the oversight and enforcement program.
• Receive, open, and process the section’s mail, open and date‑stamp all items received, and ensure checks are endorsed.
• Meet visitors in the lobby and accept deliveries.
• Field telephone questions and respond to emails from the public and charities about reporting and compliance issues.
• Perform other duties as assigned, including occasionally answering phones at the Portland legal office reception on a backup basis.

• Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents.
• OR an associate degree in any field.
• OR an equivalent combination of education and experience.

• Ability to work as a team member as well as independently.
• Professional verbal and written communication skills.
• Ability to maintain punctual and regular attendance.
• Attention to detail and accuracy in work performance.
• Efficiency while adapting to change and new processes.
• Computer proficiency and the ability to learn new software and systems.
• Experience with sorting and processing incoming mail.
• Proficient in 10‑key.

• Permanent, full‑time employment.
• Vacation, sick leave, 11 paid holidays a year, and special days off.
• Excellent medical, vision, and dental coverage.
• Pension and retirement programs.
• Endless peer and management support.
• Representation by the Service Employees International Union (SEIU).
• Opportunity to expand your professional skills.

The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age or disability, and is committed to workplace diversity.