Office Specialist 2

About the role

This recruitment will be used to fill one full-time Office Specialist 2 position for the Division of Extension and Engagement’s Extension Josephine County Office at Oregon State University (OSU). This position will be located in Grants Pass, Oregon.

Responsibilities

• Serves as the primary receptionist, providing excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.
• Answers the telephone, screens and directs calls, and takes messages. Returns voicemail in a timely manner.
• Affords assistance to callers and office visitors by providing accurate information and referring appropriate personnel.
• Maintains confidentiality and discretion with sensitive information.
• Performs numerous office and organizational support tasks, and other assigned support tasks.
• Captures and coordinates meetings, events, and conferences to include scheduling facilities, arranging for food and/or beverage service, and preparing necessary decorations and materials. Traveling/driving will be required for setting up events.
• Utilizes various software programs to create or update office manuals related to the office, programs or services, including writing, editing, proofing, and completing final drafts.
• Orders materials, supplies, publications, computers, etc., from cost-effective vendors.
• Retrieves and distributes mail; prepares program mailings; handles shipping and postage needs.
• Affords assistance to the supervisory team with day-to-day facilities and safety issues, indicates need for repairs and improvements, and coordinates with appropriate county representative.
• Processes specialized records requiring reference to numerous guides, regulations, instructions, manuals, and/or precedents; and reviews materials for proper completion and accuracy against manuals and/or computer-generated reports.
• Processes invoices, deposits, journal vouchers, travel reimbursements, expense reports, and conducts other financial transactions.
• Affords acceptance of payments in cash, check, and digitally from public for payment of publications, conferences, workshops, services, classes, etc., and makes deposits at the OSU designated financial institution. Traveling/driving may be required to make deposits.
• 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 technology equipment, and serves as liaison with the OSU’s Service Desk-IT.
• Tracks and conducts inventory.

Requirements

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

Qualifications

• Equivalent required experience is based on full-time equivalent (40 hours per week).
• Volunteer experience relevant to this position should be included in the Employment History section and noted with length of time, average number of hours per week, and major duties.

Skills

The ideal candidate will possess strong interpersonal and organizational skills, as well as proficiency in Microsoft Office Suite and familiarity with digital communication tools.

Benefits

Full-time benefits eligibility includes medical, dental, vision, and basic life insurance, free confidential mental health and emotional support services, retirement savings paid by the university, a generous paid leave package, tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities, robust Work Life programs, optional lifestyle benefits, and more.

Pay

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

Schedule

Full-time schedule is typically 40 hours per week.