Office Specialist 2

Position Details

Position Information

Department Ext Umatilla Co Office (TEX) Classification Title Office Specialist 2 Job Title Office Specialist 2 Appointment Type Classified Staff Job Location Milton-Freewater 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 OSU Extension Service in Umatilla County at Oregon State University (OSU). This position is located in Milton-Freewater, Oregon. To learn more, go to https://extension.oregonstate.edu/umatilla and https://www.co.umatilla.or.us/.

Please note that we are also seeking applications for a full-time Office Specialist 2 at the Extension Service County Office in Hermiston, Oregon (https://jobs.oregonstate.edu/postings/151569). We encourage applicants to apply to both positions.

This Office Specialist 2 position serves the Oregon State University Extension Service in Umatilla County. This position is located in Milton-Freewater, Oregon. This position has a priority designation for working with Spanish speaking audiences through using bilingual skills.

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 Extension Service has a presence in each of the Oregon's 36 counties.

The Office Specialist will be a team member who will assist OSU Extension Umatilla County Office with the mission of engaging the people of Oregon and delivery of educational programs and services to the people of Umatilla County. This Office Specialist 2 position provides high-level administrative support using computerized database management systems, email, and the Microsoft Office applications for Umatilla County. This individual works closely with the OSU Extension Umatilla County Administrative Office Manager, the Extension Eastern Regional Director, and collaboratively with the faculty, and staff to provide an efficient and professional office atmosphere. This Office Specialist 2 performs various administrative and office support functions such as preparing correspondence, filing, desktop publishing, website and social media management, purchasing inventory, invoicing, reconciling publication inventory, preparing reports, handling information requests, receiving visitors, financial accounting, and scheduling meetings. This individual works with public on the phone, through email, walk-in visitors, and possibly at workshop/field days in an administrative support role.

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 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

The 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.

30% - General Office and Administrative Support

• Greet visitors, answer telephone calls, email and decide on what actions, if any, are needed. Identify subject of inquiries, answer routine questions and refer clients to the appropriate program/staff members or resources for specialized and/or program specific information.

• Communicate with the general public and provide responses to inquiries and requests in English or Spanish as needed for community events and information.

• Receive, process, and send mail for OSU Extension Umatilla County office(s).

• Prepare professional correspondence, newsletters, news releases and other pertinent information for OSU Extension Umatilla County.

• Make meeting arrangements, prepare travel vouchers, purchase orders, journal vouchers, and invoices for OSU Extension Umatilla County.

• Maintain and update files and mailing lists.

30% - Program Administrative Support

• Assist faculty/staff with organization and execution of OSU Extension Umatilla County's activities, classes, events, meetings, and field days, as needed.

• Provide administrative support for the 4-H Program as needed. For example, distribute 4-H project materials, answer questions from volunteers and members, and assist faculty/staff on-site during the annual Umatilla County Fair.

• Assist faculty/staff with administration and communications related to other programming, as needed. For example, SNAP-Ed, Master Gardener, Agriculture and Natural Resources, Livestock and Range Management, etc.

• Support online publication of information in English and Spanish.

• Receive payments, direct deposits, and reconcile accounts for program-specific funds.

25% - Financial Office Support

• Administer accounting procedures and control of monies within the county office.

• Maintain monthly cash receipts report, and office expenses.

• Assist in oversight and reconciliation of County Extension accounts, Agricultural Research Foundation (ARF) accounts, and procurement cards for OSU Extension Umatilla County programs.

• Process Financial Information System (FIS) invoices and journal vouchers following all accounting procedures outlined in the FIS manual within specific data management systems (Banner, CORE, Ideal-Logic, Concur, etc.).

• Serve as a back-up for processing Financial Information System invoices, travel reimbursement requests, and other general accounting duties for the other OSU Extension Umatilla County Offices during co-worker vacancy, or as needed.

• Perform responsibilities as they relate to OSU relationship with County 4-H Association, where applicable: Follow OSU financial policies, standards, rules, procedures, and best practices and the County 4-H Association agreement.

10% - Website, Social Media, and Newsletter Development and Maintenance

• Assist in maintaining and updating content on the OSU Extension Umatilla County websites and social media.

• Coordinate OSU Extension Umatilla County newsletter development and maintenance. Assist with other program area newsletters as needed.

5% - Other Duties

• Perform other duties as assigned.

• Follow OSU and division brand guidelines and digital publishing standards when assisting faculty and staff with program documents.

• Attend training opportunities to build basic knowledge and consistent skills to use digital communications, marketing and engagement technologies relevant to position duties.

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

• Bilingual skills (English/Spanish).

• Evidence of clear and effective oral and written communication skills.

• Demonstrates a 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 (e.g., such as or similar to Microsoft applications Outlook, Word, Excel, Powerpoint, etc.)

• Experience using and updating multiple forms of digital communication systems, including websites, email newsletters, social media, video conferencing technology (e.g., Zoom, Microsoft Teams) and other tools in a changing technological environment.

• Must be able to administer multiple tasks in a timely manner.

• Excellent time management skills and priority decision making.

• Ability to work with the public and OSU faculty and staff in a professional and confidential manner.

• Ability to provide exceptional customer service to clients.

• Ability to work independently with minimal supervision.

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

• Biliterate/bicultural skills (English/Spanish).

• Knowledge of the Extension Service programs.

• Demonstrated financial and accounting skills.

• Ability to incorporate use of web, social media, newsletter or other digital technologies in program development or outreach activities to achieve goals.

Working Conditions / Work Schedule

8:00 am

• 5:00 pm, Monday-Friday. The majority of the assignment will be in Milton-Freewater, with support for Pendleton one day per week.

Pay Method Hourly Pay Period 16th

• 15th of the following month Pay Date Last working day of the month Min Salary $16.19 Max Salary $23.69 Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/36491

Posting Detail Information

Posting Number P04710CT Number of Vacancies 1 Anticipated Appointment Begin Date 04/16/2024 Anticipated Appointment End Date Posting Date 03/13/2024 Full Consideration Date 05/22/2024 Closing Date 06/02/2024 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants

This posting has been re-opened in order to expand the original applicant pool.

To ensure full consideration, applications must be received by 05/22/2024. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice 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: Honour Bowen, honour.bowen@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