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Office Specialist 2

Please see Special Instructions for more details.

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 classified staff positions. Responses to the Posting Specific Questions can be uploaded as Other Document 1 if not included with your employment application. Typically, the starting salary is at the lower end of the salary range. For additional information please contact: Carleen Nutt, carleen.nutt@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. 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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement. This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions as per OSU Standard 576-056-0000 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the Motor Vehicle Check Requirement.

Position Details

Position Information

Department Ext Columbia Co Office (TEX)
Classification Title Office Specialist 2
Job Title Office Specialist 2
Appointment Type Classified Staff
Job Location St Helens
Position Appointment Percent 80
Appointment Basis 12
Pay Method Hourly
Min Salary $2383
Max Salary $3458
Employment Category Regular
Position Summary

This recruitment will be used to fill one part-time (.80 FTE) Office Specialist 2 position for the Columbia County Extension Office at Oregon State University (OSU).

This position will be located in St Helens, Oregon.

Oregon State University Extension Service provides education and information based on timely research to help Oregonians solve problems and develop skills related to youth development, family and community health, agriculture forestry, and natural resources.

The Columbia County OSU Extension office is located in St. Helens, Oregon along the Columbia River and supports all communities of the county through an Extension Service District which provides funding for daily operations. Total County population is about 51,000. Total contacts through the office average 20,000 per year.

The Office Specialist 2 position provides secretarial and business operations support for county Extension programs which includes fiscal accounting, interacting with clientele and volunteers, preparing publications and daily work in support of Extension programs as required. This position helps to implement the county civil rights plan by informing staff members of existing and new civil rights requirements, materials, and practices, participates in civil rights training sessions and subsequently trains other county staff members, and ensures that the county civil rights file is current.

Position Duties

25% – Prepare financial, personnel, inventory, and statistical records. Receive payment of fees, deposit funds, and prepare expense claims including transportation and personal travel reimbursements. Review OSU financial statements for accuracy. Manage routine license renewals and other routine operational tasks. Support County Leader and RA in budget process and public notice placements. Keep financial materials organized for the annual external audit as needed and provide those materials to the auditors on their request. Provide some grant and contract budget support and prepare grant reports as needed. Act as custodian of the office credit cards. Manage petty cash account. Ensure that the County Civil Rights files are complete and current.

25% – Prepare correspondence, reports, and educational materials as needed. Update distribution and reference files on agriculture, forestry, and family and community health. Formatting & printing and web placement of content for newsletters. Manage contact/mailing lists for a variety of clientele groups in the assigned program areas. Update and maintain local website content and distribute information via online platforms and social media, as appropriate. Manage conference room reservations. Provide some back-up 4H support as appropriate. Open, sort, and distribute mail.

25% – Provide program support for faculty by producing educational materials, arranging for meetings, maintaining educational library of teaching materials and publications for distribution, maintain evaluation data, prepare program reports, serve as program liaison and support for our adult volunteer programs including Master Gardener, Master Woodland Manager, and Master Naturalist as appropriate.

15% – Provide exceptional customer service and serve as a first point of contact for volunteers and clients both in person and on the phone.

10% – Help oversee building maintenance and improvements.

Minimum Qualifications

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.

Additional Required Qualifications

Demonstrated strong organizational and technical skills in managing work flow, keeping accurate and accessible files, producing digital content like newsletters and fliers, managing databases, assessing supply needs, and understanding financial accounting documents.

Strong Microsoft Office Suite skills, esp. Word. Excel, and Access.

Ability to relate well with adult volunteers and the general public.

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 OSU Standard 576-055-0000 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.

This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per OSU Standard 576-056-0000 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the Motor Vehicle Check Requirement.

Preferred (Special) Qualifications

Ability to place and manage social media content developed by faculty and staff to increase the educational reach of the office.

A demonstrable commitment to promoting and enhancing diversity.

Working Conditions / Work Schedule
This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. No
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No

Posting Detail Information

Posting Number P01119CT
Number of Vacancies 1
Anticipated Appointment Begin Date 09/25/2017
Anticipated Appointment End Date
Posting Date 08/08/2017
Full Consideration Date
Closing Date 08/29/2017
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 classified staff positions.

Responses to the Posting Specific Questions can be uploaded as Other Document 1 if not included with your employment application.

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

For additional information please contact: Carleen Nutt, carleen.nutt@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.

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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.

This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per OSU Standard 576-056-0000 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the Motor Vehicle Check Requirement.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What computer programs are you most familiar with?

    (Open Ended Question)

  2. * Give examples of when and how you have maintained files and records, both paper and electronic.

    (Open Ended Question)

  3. * Describe your knowledge in the area of financial transactions such as paying bills and making deposits and monitoring the office budget.

    (Open Ended Question)

  4. * What experience do you have working with adult volunteers?

    (Open Ended Question)

Documents Needed to Apply

Required Documents
Optional Documents
  1. Other Document 1 (see Special Instructions)