Office Specialist

Job Title

Office Specialist 1 (OS1)

Extension Marion County Office (TEX)

Salem, Oregon

Classified Staff

Regular

Yes

Monday‑Friday, 8:00 a.m. – 5:00 p.m.; primarily office setting; extensive computer use. Work requires primary office coverage and ability to drive, including use of university vehicle. Business mileage reimbursed per OSU policies.

Critical or security‑sensitive position. Must successfully complete a criminal history check, motor vehicle history check, and be determined qualified per University standards. Must self‑report convictions; youth program participants may need additional checks every 24 months.

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

This recruitment will fill one full‑time Office Specialist 1 position for the Oregon State University Division of Extension and Engagement’s Extension Marion County Office in Salem, Oregon. The OS1 is a team member providing general office and program support for the Marion County office, serving as reception, delivering educational resources, managing records, maintaining web/social media content, coordinating vehicle daily usage, and supporting 4‑H & Extension Service District facilities under the oversight of the Administrative Office Manager.

• Answer multiple phone lines, screen and direct incoming calls, respond to emails and in‑person requests, and return voicemails promptly.
• Greet visitors and provide instructions and directions.
• Provide excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.
• Inform public about specific information and services.
• Provide information, educational resources and general assistance to clientele when requested.

• Handle the sale of publications.
• Take in registration funds for programs.
• Reserve conference rooms and track usage.
• Process receipts for funds/fees received (e.g., publication sales, registration funds, conference room rental, etc.).
• Pick up, open and distribute incoming mail, and prepare mailings.
• Meter and deliver all outgoing mail to USPS or other sites as appropriate, including insect and plant specimens to specialists as requested by OSU employees.
• Update and maintain Extension databases and office calendars.
• Order office supplies, equipment and building cleaning supplies.
• Perform basic office equipment maintenance; coordinate service and assist with equipment, facility, and vehicle repair/maintenance scheduling as needed.
• Organize and maintain publication files, including publication orders.
• Assist with general/clerical projects as requested in all program areas as needed.
• Assist faculty with scheduling meetings, workshops and events.
• Create, proofread, and format letters, forms, memos; prepare packets and original public‑facing documents per OSU branding guidelines.
• Open and close office daily per office hours and participate in daily staggered lunch hours.
• Drive/travel required for office‑related errands.

• Collaborate with Administrative Office Manager and co‑workers to meet office operational needs of the OSU Extension Marion County team.
• Provide information to clientele about Oregon State University’s classes, programs and resources with inclusive communication.
• Help maintain office work areas and contribute to periodic clean‑up efforts including customer counters, workstations and conference room; assist co‑workers to secure office and conference areas.
• Attend training opportunities to build basic knowledge and consistent skills to use digital communications, marketing and engagement technologies relevant to position duties.
• Complete the division’s civil rights training session(s).
• Perform other duties assigned as needed.

Completion of courses or training in Office Technology; OR one year of general clerical experience that included typing, word processing, or other document generation; OR an equivalent combination of training and experience.