Office Specialist 2
Oregon State University-Cascades, Roseburg, OR, United States
Office Specialist 2
This recruitment will be used to fill one full-time Office Specialist 2 position for the Oregon State University Division of Extension and Engagement's Extension Douglas County Office. This Office Specialist 2 (OS2) is a team member of the Oregon State University Division of Extension and Engagement's (division) Extension Service in Douglas County, Oregon. As a team member, this OS2 provides administrative, marketing, and technical support for the OSU Extension Douglas County office as assigned. The Office Specialist 2 must know all facets of the OSU Extension Douglas County Office and is expected to independently organize and prioritize a demanding and complex workload, monitor progress, and adapt to changing needs. This support includes providing excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.
About Douglas: Douglas County is one of 36 counties in Oregon and is the largest county west of the Oregon Cascades. The OSU Extension Service in Douglas County provides research-based knowledge and education that strengthens local economies, sustains natural resources, and promotes healthy communities, families, and individuals. The OSU employees and trained volunteers in Extension Douglas County provide non-formal community educational programs and information services to the people in the Douglas County communities.
About the Division of Extension and Engagement (division): The Division of Extension and Engagement (division) is core to Oregon State University's mission. The division helps create real solutions and positive impact across Oregon and beyond. The division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our division and its core units and initiatives, visit the division's website.
Oregon State University strives to ensure that all educational programs, services, activities, and materials we offer to the public are identified, developed, delivered, and evaluated in an accessible, inclusive, equitable, and socially just manner. OSU division's educational programs, services, activities, and materials are available to all people. OSU division prohibits discrimination in all its programs, services, activities, and materials. All employees are responsible for and expected to comply with Civil Rights obligations and actively work to expand access to all eligible populations.
Key Responsibilities - 35% Office administrative supportPerform numerous office and organizational support tasks, and other assigned support tasks.Assist with answering telephones, screening and directing calls, and taking messages.Provide excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.Assist callers and office visitors by providing accurate information and referring them to appropriate personnel.Coordinate meetings, events, and conferences to include scheduling facilities, arranging for food and/or beverage service, and preparing necessary decorations and materials. Travel/driving will be required for setting up events.Utilize OSU's content management system to create/design marketing materials, provide support, and maintain content on web pages and social media by keeping them current and user-friendly, working with the appropriate OSU departments as needed.Utilize various software programs to create or update office manuals related to the office, programs or services, including writing, editing, proofing, and completing final drafts.Order materials, supplies, publications, computers, etc., from cost-effective vendors. Driving/travel is required to purchase supplies to support business functions.Follows OSU policies, standards, rules, and procedures and the Division's rules and procedures as needed to perform responsibilities.Manage sensitive information with confidentiality and discretion.
35% Business functionsAssist Administrative Office Manager with day-to-day facilities and safety issues, indicate need for repairs and improvements, and work with the Administrative Office Manager to coordinate with appropriate county representative(s).Identify space and equipment needs for Administrative Office Manager.Serve as the point person on office and program equipment, computer, and technology-related functions including, but not limited to: Zoom, DocuSign, Box, and any new technology implemented.Ensure efficient and secure operation for office computer printers/copier and related equipment; serve as liaison with the OSU's Service Desk, using Service Now-IT.Advise all OSU employees in Douglas County on the proper handling of registration fees, income, and purchases to be consistent with OSU policies, standards, rules, procedures and sound business practices.Track expenditures and resources by program area and fund and provide budget reports as needed.Process financial transactions, problem resolution, account reconciliation and track errors through university's financial system.Enter invoices, deposits, journal vouchers, travel reimbursements, and conduct other financial transactions through the university's financial system. Driving/travel is required to take deposits to OSU designated bank.Utilize OSU digital systems for administrative and program reports.Utilize and adapt to using multiple forms of digital communication systems, including websites, email newsletters, social media, and other tools in a changing technological environment.Provide lead work for volunteers, student interns and other support staff as needed.
25% Program supportProvide program and organizational support for in-person and remote non-credit educational programs, including volunteer programs.Assist program faculty by coordinating program/workshop processes from inception to completion. Organize events, such as fair booths, outdoor camps, and workshops. Driving/travel is required to work related events and workshops.Assist programs with distributing promotional flyers, informational letters and memos, schedules of events, event programs, publications, advertising, procedure manuals, and program calendars.Follow OSU and division brand guidelines, digital publishing standards and digital contact management data integrity practices for programmatic communications, marketing and engagement.May perform responsibilities relating to OSU relationship with county associations, where applicable: Follow OSU financial policies, standards, rules, procedures, and best practices and the applicable Douglas County association agreement.
5% Other dutiesPerform other duties as assigned.Assist the Administrative Office Manager with the Extension's civil rights obligations at the Extension Douglas County Office such as collecting data and documents from program academic and professional faculty for the internal reviews, and ensuring program marketing materials are accessible and include reasonable accommodations information.Complete the OSU mandatory training courses and the division's civil rights training session(s).Assist the Administrative Office Manager with ensuring a safe, welcoming and respectful environment to all Extension and Engagement constituents and clients.
What We Require - Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate's degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
What You Will Need - Excellent customer service skills.Experience with record keeping and bookkeeping.Exceptional ability to handle multiple detail-oriented tasks.Demonstrated 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 work effectively and accurately with minimal supervision.Ability to engage and communicate successfully and inclusively, both in writing and verbally, with a broad and diverse audience in a culturally responsible manner.Ability to maintain confidentiality and professionalism.Ability to serve as front office resource person by responding to inquiries or requests; explaining and clarifying rules, processes, and procedures; and providing specialized information about services available.Ability to work as a collaborative team member.This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.
What We Would Like You to Have - Experience working with volunteers.Experience working with financial budgets.Experience creating/designing/maintaining content on web pages and social media.Demonstrated ability to provide lead work.An understanding of information technology such as computer hardware, software, peripherals, and IT devices to coordinate with OSU Service Desk for off-campus locations.
Working Conditions / Work Schedule - Typical work hours are Monday-Friday between 8:00 a.m. to 5:00 p.m. with a flex schedule during Fair weekends. This full-time position can accommodate a flexible, onsite schedule.This position spends extensive periods of time using a computer.Access to a vehicle is necessary as duties will require travel/driving to perform office support duties such as running office errands, handling shipping and postage needs; delivering of bank deposits; supporting educational programming events; etc. Business mileage will be reimbursed based on OSU policies.Ability to transport (lift, carry, push and/or pull) items under 30 pounds.
Pay Method - Hourly
Pay Period - 16th - 15th of the following month
Pay Date - Last working day of the month
Min Salary - $19.36
This recruitment will be used to fill one full-time Office Specialist 2 position for the Oregon State University Division of Extension and Engagement's Extension Douglas County Office. This Office Specialist 2 (OS2) is a team member of the Oregon State University Division of Extension and Engagement's (division) Extension Service in Douglas County, Oregon. As a team member, this OS2 provides administrative, marketing, and technical support for the OSU Extension Douglas County office as assigned. The Office Specialist 2 must know all facets of the OSU Extension Douglas County Office and is expected to independently organize and prioritize a demanding and complex workload, monitor progress, and adapt to changing needs. This support includes providing excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.
About Douglas: Douglas County is one of 36 counties in Oregon and is the largest county west of the Oregon Cascades. The OSU Extension Service in Douglas County provides research-based knowledge and education that strengthens local economies, sustains natural resources, and promotes healthy communities, families, and individuals. The OSU employees and trained volunteers in Extension Douglas County provide non-formal community educational programs and information services to the people in the Douglas County communities.
About the Division of Extension and Engagement (division): The Division of Extension and Engagement (division) is core to Oregon State University's mission. The division helps create real solutions and positive impact across Oregon and beyond. The division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our division and its core units and initiatives, visit the division's website.
Oregon State University strives to ensure that all educational programs, services, activities, and materials we offer to the public are identified, developed, delivered, and evaluated in an accessible, inclusive, equitable, and socially just manner. OSU division's educational programs, services, activities, and materials are available to all people. OSU division prohibits discrimination in all its programs, services, activities, and materials. All employees are responsible for and expected to comply with Civil Rights obligations and actively work to expand access to all eligible populations.
Key Responsibilities - 35% Office administrative supportPerform numerous office and organizational support tasks, and other assigned support tasks.Assist with answering telephones, screening and directing calls, and taking messages.Provide excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.Assist callers and office visitors by providing accurate information and referring them to appropriate personnel.Coordinate meetings, events, and conferences to include scheduling facilities, arranging for food and/or beverage service, and preparing necessary decorations and materials. Travel/driving will be required for setting up events.Utilize OSU's content management system to create/design marketing materials, provide support, and maintain content on web pages and social media by keeping them current and user-friendly, working with the appropriate OSU departments as needed.Utilize various software programs to create or update office manuals related to the office, programs or services, including writing, editing, proofing, and completing final drafts.Order materials, supplies, publications, computers, etc., from cost-effective vendors. Driving/travel is required to purchase supplies to support business functions.Follows OSU policies, standards, rules, and procedures and the Division's rules and procedures as needed to perform responsibilities.Manage sensitive information with confidentiality and discretion.
35% Business functionsAssist Administrative Office Manager with day-to-day facilities and safety issues, indicate need for repairs and improvements, and work with the Administrative Office Manager to coordinate with appropriate county representative(s).Identify space and equipment needs for Administrative Office Manager.Serve as the point person on office and program equipment, computer, and technology-related functions including, but not limited to: Zoom, DocuSign, Box, and any new technology implemented.Ensure efficient and secure operation for office computer printers/copier and related equipment; serve as liaison with the OSU's Service Desk, using Service Now-IT.Advise all OSU employees in Douglas County on the proper handling of registration fees, income, and purchases to be consistent with OSU policies, standards, rules, procedures and sound business practices.Track expenditures and resources by program area and fund and provide budget reports as needed.Process financial transactions, problem resolution, account reconciliation and track errors through university's financial system.Enter invoices, deposits, journal vouchers, travel reimbursements, and conduct other financial transactions through the university's financial system. Driving/travel is required to take deposits to OSU designated bank.Utilize OSU digital systems for administrative and program reports.Utilize and adapt to using multiple forms of digital communication systems, including websites, email newsletters, social media, and other tools in a changing technological environment.Provide lead work for volunteers, student interns and other support staff as needed.
25% Program supportProvide program and organizational support for in-person and remote non-credit educational programs, including volunteer programs.Assist program faculty by coordinating program/workshop processes from inception to completion. Organize events, such as fair booths, outdoor camps, and workshops. Driving/travel is required to work related events and workshops.Assist programs with distributing promotional flyers, informational letters and memos, schedules of events, event programs, publications, advertising, procedure manuals, and program calendars.Follow OSU and division brand guidelines, digital publishing standards and digital contact management data integrity practices for programmatic communications, marketing and engagement.May perform responsibilities relating to OSU relationship with county associations, where applicable: Follow OSU financial policies, standards, rules, procedures, and best practices and the applicable Douglas County association agreement.
5% Other dutiesPerform other duties as assigned.Assist the Administrative Office Manager with the Extension's civil rights obligations at the Extension Douglas County Office such as collecting data and documents from program academic and professional faculty for the internal reviews, and ensuring program marketing materials are accessible and include reasonable accommodations information.Complete the OSU mandatory training courses and the division's civil rights training session(s).Assist the Administrative Office Manager with ensuring a safe, welcoming and respectful environment to all Extension and Engagement constituents and clients.
What We Require - Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate's degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
What You Will Need - Excellent customer service skills.Experience with record keeping and bookkeeping.Exceptional ability to handle multiple detail-oriented tasks.Demonstrated 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 work effectively and accurately with minimal supervision.Ability to engage and communicate successfully and inclusively, both in writing and verbally, with a broad and diverse audience in a culturally responsible manner.Ability to maintain confidentiality and professionalism.Ability to serve as front office resource person by responding to inquiries or requests; explaining and clarifying rules, processes, and procedures; and providing specialized information about services available.Ability to work as a collaborative team member.This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.
What We Would Like You to Have - Experience working with volunteers.Experience working with financial budgets.Experience creating/designing/maintaining content on web pages and social media.Demonstrated ability to provide lead work.An understanding of information technology such as computer hardware, software, peripherals, and IT devices to coordinate with OSU Service Desk for off-campus locations.
Working Conditions / Work Schedule - Typical work hours are Monday-Friday between 8:00 a.m. to 5:00 p.m. with a flex schedule during Fair weekends. This full-time position can accommodate a flexible, onsite schedule.This position spends extensive periods of time using a computer.Access to a vehicle is necessary as duties will require travel/driving to perform office support duties such as running office errands, handling shipping and postage needs; delivering of bank deposits; supporting educational programming events; etc. Business mileage will be reimbursed based on OSU policies.Ability to transport (lift, carry, push and/or pull) items under 30 pounds.
Pay Method - Hourly
Pay Period - 16th - 15th of the following month
Pay Date - Last working day of the month
Min Salary - $19.36