Initial Posting Date:

Application Deadline:

Agency:

Salary Range:

Position Type:

Position Title:

Job Description:

Administrative Specialist 1 – Administrative Specialist
Oregon Department of Transportation
Delivery & Operations Division – Statewide Project Delivery Branch
Business Operations Section / Administrative Services Unit
Salem

The role:

Apply today to join our team in actively providing excellent customer service as an administrative specialist! Our highly collaborative and innovative team supports 40 managers and approximately 400 employees outside of our unit. Bring your talents to the team and assist customers with invoices, order requests, mail processing and formatting documents.

We encourage people from all backgrounds to apply for our positions. We hope you’ll join us on our path to increasing diversity, equity, inclusion and belonging through our values, commitments, strategies and actions.

You must be a current State of Oregon employee in a permanent, seasonal, or limited duration position to be eligible for this position (temporary employees not eligible).

Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile.

A day in the life:

• Enter or update information in databases and tracking systems.

• Format, review and route documents on behalf of assigned customers.

• Review, prepare and process invoices in OregonBuys or Transportation Environmental Accounting Management System (TEAMS).

• Research and make purchases using OregonBuys.

• Maintain accurate records and assist with reporting requests.

• Develop or maintain procedures, systems and forms to ensure efficient information flow.

• Maintain multiple centralized email inboxes, replying to requests, concerns or questions.

• Coordinate and process outgoing and incoming mail.

• Answer incoming calls on the centralized phone system and route calls to appropriate individual or area.

• Work independently on assignments and collaboratively as part of the team.

• Regularly handle documents or issues that require strict confidentiality, tact and diplomacy.

• Work in an office environment Monday through Friday with a work schedule closely following building business hours.

• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov.

What’s in it for you:

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer.

• Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying.

• The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%.

• Public Service Loan Forgiveness opportunity!

Want to know about new job postings? Subscribe to receive weekly email notifications!

Minimum qualifications:

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.

Special qualifications:

Driving is an essential function of this position. You must have a valid driver license and an acceptable driving record. We will conduct pre-employment driving records checks on our final candidate(s). Your license does not have to be issued in Oregon to be considered.

What we’d like to see:

If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience, education and alignment with ODOT values to help us decide who will move forward.

• Experience working collaboratively and contributing to a positive, respectful and productive work environment.

• Experience tracking statuses, assignments or projects ensuring resources are used effectively and timelines are met.

• Experience researching and using data and resources to make decisions and solve problems.

• Experience in prioritizing, reviewing and providing error free work in a time sensitive environment.

• Experience with procurement and invoice processing.

How to apply:

• Complete the following required steps:

  • Fill out the application or attach a resume. Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.

  • Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the “what we’d like to see” section above.

    • Your cover letter must be limited to no more than two (2) pages.

    • Please address your cover letter to Zenas Burgin, Administrative Services Manager.

    • Generic cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities.

    • You must upload your cover letter in the ‘Resume/Cover Letter’ section of the application.

  • Complete questionnaire. Answer the checkbox-style questions before submitting your application.

• After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.

• If you are a veteran, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.

Need help?

• For questions, call 971-273-8687 or email ODOTRecruitmentEM@odot.oregon.gov.

Additional information:

• This position will receive a cost of living adjustment (COLA) increase of 6.55% which is not reflected in the salary listed in this posting. The effective date of the increase is Jan. 1, 2025, for Feb. 1, 2025, paychecks.

• We do not offer visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension]. We are also unable to proceed with Curricular Practical Training (CPT) program requests.

• We may use this recruitment to fill multiple or future vacancies.

• We will conduct name-based criminal background checks on final candidates, not including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and/or education verification as required for the position.

• You will be represented by the Service Employees International Union (SEIU).

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 (1-877-EEO-ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503-986-3700. Oregon Relay Service can be reached by calling 7-1-1.

#LI-ODOT

#LI-DNI