District Administrative Specialist

Administrative Specialist 1 – District Administrative Specialist

Public Sector role at Oregon Department of Transportation (ODOT) – Delivery & Operations Division – Region 3, Maintenance Section, Roseburg.

Oversee state highway and bridge administration across Coos, Curry, and Douglas counties, with select projects in Josephine and Jackson counties; coordinate financial and contract activities, maintain records, and provide support to district managers.

• Handle sensitive operations and confidential clerical duties for managers, including proofreading correspondence, reports, and personnel actions.
• Enter, update, and retrieve information using ODOT computer systems.
• Coordinate district financial activities: payroll assistance, accounts payable, purchase requests, invoice reconciliation, and budget monitoring for nine maintenance crews.
• Assist with the development of maintenance budget split for multiple crews, including preparing crew budgets for approval and entering data into the Highway Budget database system.
• Monitor expenditures across eight funding sources and multiple emergency events and provide status updates to management.
• Compile and submit reports related to highway maintenance activities, equipment usage, funding sources, fund transfers, cost summaries, and property control.
• Schedule and attend district and region meetings; prepare materials, take minutes, track follow‑up items, and distribute information.
• Oversee the district filing system, maintain personnel files, and purge records as needed.
• Route telephone calls, answer public inquiries, and coordinate district responses to public records requests and legal tort claims.
• Work 100% on‑site in a standard office setting, with some travel required.

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

• Experience with financial tracking, budgeting, or contract administration in a public‑sector setting.
• Proficiency in Microsoft Office applications – Excel, Outlook, and Word.
• Familiarity with records management practices, public records requirements, or document retention standards that include managing complex documents and data.
• Experience coordinating multiple priorities, calendars, or projects with pressing deadlines.
• Strong attention to detail and accuracy in organizational skills.
• Ability to anticipate needs, identify issues, and propose practical solutions.

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave, and more.
• Comprehensive and equitable base salary offer within the listed range.
• Salary range is non‑PERS; for existing PERS members or after becoming eligible, salary increases 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 1‑877‑336‑6368.

Oregon Relay Service can be reached by calling 811.

In accordance with the laws, ODOT may conduct background checks as part of the hiring process.