Office Specialist (Limited Duration)

About the role

The Office Specialist 2 supports the Fleet Services section by coordinating administrative operations at regional fleet repair facilities. Key responsibilities include maintaining accurate records, ensuring compliance with financial processes, and assisting fleet staff.

Responsibilities

• Coordinate administrative operations for the regional fleet repair facility, including parts room, field technicians, and shop employees.
• Ensure administrative processes such as payroll, purchasing, and business reporting are completed accurately and on time.
• Manage records, filing systems, and documentation for vendor payments, accounts receivable, equipment expenditures, and inventory.
• Activate direct bill accounts and process travel reimbursements, ensuring compliance with agency financial standards.
• Enter, verify, and correct commercial vendor repair invoice data in the Fleet Information Management System (FIMS).
• Manage warranty processing, including opening work orders, coordinating with the warranty coordinator, and completing billing reconciliation.
• Prepare and submit periodic reports, including equipment rental, mileage, usage, inventory, and other required operational reports.
• Process invoice payments, reconcile vendor statements, and resolve billing issues in alignment with ODOT accounting and purchasing procedures.
• Aid with employee inquiries, payroll matters, benefits questions, and general administrative guidance.
• Operate and maintain office equipment and systems to assist with daily workflow and shop operations.
• Occasionally drive and work near loud noises and fumes from the repair shop.

Requirements

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

Qualifications

• Demonstrated organizational abilities with consistent attention to detail in administrative and program-related tasks.
• Experience with records and information management including accurate data entry, data editing, document tracking, and maintenance.
• Proficiency in computer operations including Microsoft Office and other standard software applications.
• Effective communication skills, both verbally and in writing, with various groups of people.
• Organizing and prioritizing multiple tasks while managing competing deadlines and frequent interruptions.

Skills

Not specified

Benefits

Not specified

Pay

Commensurate with experience

Schedule

Not specified