Administrative Support

Job Title

Administrative Specialist 1 – Administrative Support

Salem, Oregon (Hybrid: in‑office minimum 1 day per week, remote options available)

Support the ODOT Procurement Office managers and employees in procurement and contracting program, providing administrative assistance, invoice processing, and contract workflow management.

• Provide administrative support and coordination for Procurement Office managers and employees.
• Monitor and communicate with staff, vendors and personal service contract holders to resolve invoicing concerns and discrepancies.
• Monitor multiple electronic mailboxes daily, track and record emails and documents.
• Coordinate office processes, procedures and duties with other administrative staff to ensure adequate coverage and timely service.
• Provide customer assistance, accept and time stamp bids, deliver to procurement specialist and properly secure documents.
• Use invoicing systems to enter invoice payments and confirm expenditure status.
• Manage contract workflow.
• Create and maintain various desk manuals.
• Record action items and decisions, follow up with appropriate employees for details, and maintain accountability.
• Travel may be required.
• Handle sensitive personnel matters and maintain confidentiality.

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

• Excellent organizational and time management skills with the ability to prioritize tasks and anticipate workload needs.
• Exceptional internal and external customer service skills.
• Highly detail oriented and able to multi‑task performing several different functions at one time.
• Excellent ability to accurately compose documents, correspondence, and notes (grammar, punctuation, spelling, capitalization, and sentence structure).
• Strong experience with verbal and written communication, organization, data entry, and technology such as Microsoft Word, Excel, Outlook, PowerPoint, and Teams.

Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave, and additional benefits.

$3,798 – $5,193 (non‑PERS monthly salary range). Salaries will increase by 6.95% if you become a PERS member.

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.