Office Specialist

Job Summary

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 Office Specialist 1 (OS1) provides general office and program support, serves as the office receptionist, manages records and databases, updates web and social media content, and coordinates vehicle and facility usage under the oversight of the Administrative Office Manager.

45% – Reception

• Answer multiple phone lines, screen and direct incoming calls, respond to emails and in‑person requests; 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 the public about specific information and services.
• Provide information, educational resources and general assistance to clientele when requested.

45% – General office support

• 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).
• 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.

10% – Other duties

• 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, communicating inclusively with broad and diverse audiences.
• 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 which included typing, word processing, or other generation of documents; OR an equivalent combination of training and experience.

• Excellent customer service skills.
• A commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming.
• General knowledge and ability to use computers, including proficiency with information technology, professional office software and collaborative work platforms.
• Ability to learn and adapt to using multiple forms of digital communication systems, including websites, email newsletters, social media, and other tools in a changing technological environment.
• Ability to engage and communicate successfully and inclusively, both in writing and verbally, with broad and diverse audiences in a professionally and culturally responsible manner.
• Ability to work independently under general supervision and use judgment in determining work methods and priorities.

• Ability to work as a team to provide quality programs and…