Contracts and Invoice Office Specialist

Initial Posting Date: 10/08/2026; Application Deadline: 10/15/2026; Agency: Oregon Department of Education; Position Type: Employee; Position Title: Contracts and Invoice Office Specialist.

About the role

The purpose of this position is to provide secretarial and administrative support to the Legal Administrative Specialist in the management of Dispute Resolution services within the Office of Enhancing Student Opportunities. This position processes contractor invoices and payment documentation to ensure timely and accurate payment of expenditures. It also maintains appropriate record keeping across Dispute Resolution files and tracking systems, and maintains team knowledge management systems, including desk procedures, reference materials, and shared documentation. Additional duties include general clerical support, filing, and assistance with team scheduling and meeting or training preparation. The role provides fiscal and administrative support to the Special Education legal team, with primary responsibility for processing contract invoices, and serves as secondary administrative support to the Legal Specialist when the Legal Administrative Support position is unavailable. A strong background in fiscal processes and administrative operations is essential for success in this role.

Responsibilities

• Process the intake of work invoices from contractors.
• Maintain an invoice tracking system and monitor contract spending.
• Support the processing of complaint orders, as needed.
• Maintain appropriate record keeping across Dispute Resolution files and tracking systems.
• Maintain team knowledge management systems, including desk procedures, reference materials, and shared documentation.
• Provide general clerical support, filing, and assistance with team scheduling and meeting or training preparation.
• Provide fiscal and administrative support to the Special Education legal team, with primary responsibility for processing contract invoices.
• Serve as secondary administrative support to the Legal Specialist when the Legal Administrative Support position is unavailable.

Requirements

• Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
• An associate degree in any field; OR
• An equivalent combination of education and experience.

Skills

• High-volume correspondence and handling of sensitive information.
• Experience managing a shared or departmental inbox, intake line, or front desk, including triaging, routing, and responding to