Office Specialist 2

Position Details

Position Information

Department Ext Jackson Co Office (TEX) Classification Title Office Specialist 2 Job Title Office Specialist 2 Appointment Type Classified Staff Job Location Central Point Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary

This recruitment will be used to fill one full-time Office Specialist 2 position for the Division of Extension and Engagement's Extension Jackson County Office with Oregon State University (OSU).

This position is based at the OSU Extension Jackson County office in the Southern Oregon Research and Extension Center, which is located in Central Point, Oregon. For more information about Southern Oregon Research and Extension Center, please visit: https://extension.oregonstate.edu/sorec.

Purpose of this Position

As a team member, this Office Specialist 2 (OS2) will be responsible to provide general office support, business financial functions, and program support for the OSU Extension Jackson County office as assigned. The OS2 must be knowledgeable about all facets of the OSU Extension Jackson County Office and is expected to organize and prioritize a demanding and complex workload, monitor progress, and adapt to changing needs.

About the 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, please visit our Division website: https://engagement.oregonstate.edu/.

The OSU Extension Service engages the people of Oregon with research-based knowledge and education that strengthen communities and economies, sustain natural resources, and promote healthy families and individuals.

The Division has built the capacity and expectation for employees to use digital communications and technologies in the modern-day workplace. This reflects our demonstrable commitment to using digital communications tools and changing technologies as a primary way to raise Oregonian's awareness of and engagement with our organization, programs and resources.

Commitment to Inclusive Excellence

Oregon State University is committed to a culture of belonging and collaboration. We envision collaborative and respectful environments that are safe, inclusive, and welcoming. All employees are responsible for achieving this commitment. This commitment includes, but is not limited to, complying with Civil Rights and Language/Visual Access regulations.

OSU Division of Extension and Engagement's Diversity, Equity, and Inclusion

https://extension.oregonstate.edu/about/diversity-equity-inclusion

OSU Mission Statement

https://leadership.oregonstate.edu/trustees/about-board/oregon-state-university-mission-statement

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

• Top 1.4% university in the world

• More research funding than all public universities in Oregon combined

• 1 of 3 land, sea, space and sun grant universities in the U.S.

• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

• 7 cultural resource centers that offer education, celebration and belonging for everyone

• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

• 35k+ students including more than 2.3k international students and 10k students of color

• 217k+ alumni worldwide

• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

• Free confidential mental health and emotional support services, and counseling resources.

• Retirement savings paid by the university.

• A generous paid leave package, including holidays, vacation and sick leave.

• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

This office specialist embeds the commitment of the university to inclusive excellence in all interactions and duties performed and contributes to a safe, welcoming and respectful learning and workplace environment.

35% - Office Administrative Support

• Performs numerous office and organizational support tasks, and other assigned support tasks.

• Assists with answering telephones, screening and directing calls, and taking messages.

• Assists callers and office visitors by providing accurate information and referring to appropriate personnel.

• Coordinates meetings, events, and conferences to include scheduling facilities, arranging for food and/or beverage service, and preparing necessary decorations and materials.

• Utilizes various software programs to create office manuals related to unit, programs or services, including writing, editing, proofing, and completing final drafts.

• Orders materials, supplies, publications, computers, etc., from cost-effective vendors.

• Follows OSU policies, standards, rules, and procedures and the Division's rules and procedures as needed to perform responsibilities.

• Provides thorough, professional, and friendly customer service.

• Manages sensitive information with confidentiality and discretion.

• Troubleshoots site issues and assists clients as needed.

• Assists the Administrative Office Manager with the Extension's civil rights program at the Extension Jackson County Office.

• Ensures a safe, welcoming and respectful environment to all Extension and Engagement constituents and clients.

• Assists Administrative Office Manager with day-to-day facilities and safety issues, indicates need for repairs and improvements, and works with Administrative Office Manager to coordinate with appropriate county representative.

35% - Business Functions

• Processes specialized records requiring reference to numerous guides, regulations, instructions, manuals, and/or precedents; reviews materials for proper completion and accuracy against manual and computer-generated reports.

• Enters invoices, deposits, journal vouchers, travel reimbursements, expense reports, and conducts other financial transactions.

• Utilizes OSU digital systems for administrative and program reports.

• Utilizes technology to organize and manage digital files, websites, and other digital forms as needed to adapt to a changing technological environment.

• Serves as the point person on office and program equipment, computer, technology-related functions including, but not limited to, Zoom, DocuSign, Box, SAP Concur, and any new technology implemented.

• Ensures efficient and secure operation for office computer printers/copiers and related equipment, serves as liaison with the OSU's Community Network.

• Accepts payments in cash, check, and digitally from public for payment of publications, conferences, workshops, services, classes, etc., and may make deposits to appropriate financial institution.

30% - Program Support

• Assists 4-H and/or other program participants and volunteer leaders with registration, payment, background checks, and provides program information and assistance.

• Assists 4-H and/or other program coordinators with scheduling, reporting, and tracking.

• Creates online workshop registrations, collects payments, and reconciles payments against office accounts to maintain proper credit.

• Provides support for 4-H fair including judge contracts and payments, travel and hotel arrangements, registration, and other office logistical support.

• Provides program and organizational support for in-person and remote educational programs.

• Assists programs with distributing promotional flyers, informational letters and memos, schedules of events, event programs, registrations, procedure manuals, and program calendars.

• Follows 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 4-H Association, where applicable: Follow OSU financial policies, standards, rules, procedures, and best practices and the Jackson County 4-H Association agreement.

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.

• Excellent oral and written communication skills.

• Detail oriented.

• Experience with record keeping and bookkeeping.

• Demonstrable commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming.

• General knowledge in the use of networked computers, including proficiency with professional office software such as or similar to Microsoft Office Suite applications, building spreadsheets, and digital scheduling.

• Familiarity with database management and web-based software programs.

• 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 maintain confidentiality and professionalism.

• Ability to work independently with minimal supervision.

• Ability to make independent decisions and recommendations that align with policies, rules, and procedures.

• Ability to serve as a 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 member of a team.

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.

What We Would Like You to Have

• Experience working with volunteers.

• Familiarity with Extension 4-H Positive Youth Development programs.

• Ability to plan, organize, evaluate, set priorities, and manage multiple projects, interruptions, activities, and deadlines simultaneously.

Working Conditions / Work Schedule

• Typical work hours are during Monday-Friday between 8:00 a.m. to 5:00 p.m. with occasional evenings and weekends.

• This position may require occasional travel to deliver a deposit to the appropriate financial institution.

• This position spends extensive periods of time using a computer.

• 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 $17.24 Max Salary $25.24 Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/12911

Posting Detail Information

Posting Number P04823CT Number of Vacancies 1 Anticipated Appointment Begin Date 07/01/2024 Anticipated Appointment End Date Posting Date 05/23/2024 Full Consideration Date Closing Date 06/14/2024 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact: Tara Gallagher at tara.gallagher@oregonstate.edu

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has "critical or security-sensitive" responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team at employee.relations@oregonstate.edu.

Supplemental Questions