Office Specialist 2

Office Specialist 2

Oregon State University

Department: Ext Umatilla Co Office (TEX)

Appointment Type: Classified Staff

Job Location: Hermiston

Recommended Full-Time Salary Range:

Job Summary:

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

This Office Specialist 2 position is with the Oregon State University Division of Extension and Engagement (division) and serves the Extension Service in Umatilla County. This position is located in Hermiston, Oregon. This position has a priority designation for working with Spanish speaking audiences through using bilingual skills.

The Office Specialist is 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 Extension Umatilla County employees 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 the public on the phone, through email, walk-in visitors, and possibly at workshop/field days in an administrative support role.

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.

About Umatilla: Umatilla County is one of 36 counties in Oregon. It was created in September 1862; and in 1855, the Umatilla Indian Reservation was established by the Treaty of Walla Walla and is located immediately southeast of Pendleton. To learn more about Umatilla County, visit: https://www.co.umatilla.or.us. The OSU employees and trained volunteers of the OSU Extension Service in Umatilla County work alongside local partners to provide educational workshops, activities, and services tailored to the unique industries, natural resources, and people in the Umatilla County communities. To learn more about OSU Extension Umatilla County, visit: https://extension.oregonstate.edu/umatilla.

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: https://engagement.oregonstate.edu/

Oregon State University strives to ensure that all educational programs, services, activities, and materials we offer to the public are identified, developed, delivered, and evaluated in an accessible, inclusive, equitable, and socially just manner. OSU division’s educational programs, services, activities, and materials are available to all people. OSU division prohibits discrimination in all its programs, services, activities, and materials. All employees are responsible for and expected to comply with Civil Rights obligations and actively work to expand access to all eligible populations. 

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 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources 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 https://hr.oregonstate.edu/benefits/prospective-employee 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.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU . 

Key Responsibilities

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 OSU employees 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 OSU employees on-site during the annual Umatilla County Fair.
• Assist OSU employees 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.

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 OSU employees 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.
• Assist the Administrative Office Manager with ensuring a safe, welcoming, and respectful environment for all employees, constituents and clients.
• Complete the division’s civil rights training session(s) and assist the program faculty (academic and professional) with coordinating the completion by volunteers when requested.
• Assist the Administrative Office Manager with civil rights obligations such as collecting data and documents for internal reviews and ensuring program marketing materials include reasonable accommodations information.

What You Will Need

• Bilingual skills (English/Spanish).
• Ability to engage and communicate successfully and inclusively, both in writing and verbally, with a broad and diverse audience in a culturally responsible manner.
• 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, PowerPoints, 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 individuals in a professional and confidential manner.
• Ability to communicate successfully with broad and diverse audiences.
• 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).
• 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 assignments will be in Hermiston, with support for Umatilla County Extension offices in Pendleton and/or Milton-Freewater as needed. 

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 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: Jill Huffman, jill.huffman@oregonstate.edu 
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status. 
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 https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/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. 

To apply, please visit: https://apptrkr.com/6158120

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