Contracts and Invoice Office Specialist

Position Title:

Contracts and Invoice Office Specialist

Classification:
Office Specialist 2

Salary: $3,515 - $4,738 ($3,742 - $5,067 PERS)

Type: (Permanent/Limited Duration ending:, Full-time/Part-time)

We are seeking a XXX (XXX) to join our XXX at the Oregon Department of Education. This is a (permanent position / limited duration position ending) represented by the Service Employees International Union (SEIU).

This position follows a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would in the office.

The purpose of this position is to provide secretarial and administrative support to the Legal Administrative Specialist in the management of Dispute Resolution services within the Office of Enhancing Student Opportunities. This position processes contractor invoices and payment documentation to ensure timely and accurate payment of expenditures. This position is also responsible for maintaining appropriate record keeping across Dispute Resolution files and tracking systems, and for maintaining team knowledge management systems, including desk procedures, reference materials, and shared documentation.

Additional duties include general clerical support, filing, and assistance with team scheduling and meeting or training preparation.

This position provides fiscal and administrative support to the Special Education legal team, with primary responsibility for processing contract invoices. The role also serves as secondary administrative support to the Legal Specialist when the Legal Administrative Support position is unavailable. A strong background in fiscal processes and administrative operations is essential for success in this role.

• Processing the intake of work invoices from contractors.
• Maintaining an invoice tracking system and monitoring contract spending.
• Supporting the processing of complaint orders, as needed.

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.

• High-volume correspondence and sensitive information Experience managing a shared or departmental inbox, intake line, or front desk, including triaging, routing, and responding to a steady flow of inquiries. Demonstrated ability to handle confidential information and meet response timelines while communicating with the public and professionals such as attorneys, district staff, or vendors.
• Invoice processing or accounts payable

Direct experience receiving, reviewing, and processing invoices, including verifying them against contracts or approved rates and routing them for approval. Demonstrated ability to track outstanding payments and resolve discrepancies with vendors or internal staff, ideally within a public agency or similarly structured approval process.

• Records management and documentation Experience maintaining organized physical and electronic filing systems and accurately entering data into databases or tracking systems. Demonstrated ability to create or update desk procedures, reference materials, or other documentation that helps a team work consistently.