Office Specialist 2

State of Oregon•Grants Pass, OR

14h•Onsite

About The Position

Welcome to the Oregon Department of Forestry Our Mission – To protect and promote resilient forests that benefit all Oregonians. The Benefits of Joining Our Team Work/life balance, 11 paid holidays a year, flexible work schedules, competitive benefits packages and so much more. Great Benefits Package - watch this video here You’ll be part of the ODF team that serves our fellow Oregonians relying on regulation and protection of both public and private forest land in our great state of Oregon! Click here . What we are looking for: The purpose of this position is to provide administrative support by performing the duties in this job description to the Grants Pass and district staff for all programs. Serves as the office receptionist. ACCOUNTS PAYABLE Initiate, prepare and process AFP/PO/CRO for general account payables. Assists with auditing, determining appropriate expenditures costs and payment of fire related AFP/PO/CRO’s. Works with vendors and contractors to rectify and resolve issues regarding payments or invoices, reconstructs account transactions, payments, adjustments and enters corrections. Resolve accounts payable problems with vendors and staff. Oversees and ensures SPOTS uploads to ODF.net are completed timely and accurately. Monitors utilities and recurring accounts payable for expense trends. Additionally, reviews accounts payable coding for relevance and accuracy. Instructs vendors to register with OregonBuys to help ensure accurate and timely payments. FOREST PRACTICES Provides administrative support for FERNS, PDMs and Private Forest practices as listed below: Assists the Public on completion of E-notifications. Reviews E-notifications and applications for completeness and accuracy. Is responsible for completing mailings of notifications to required parties. Monitors E-notification system to determine needs. Performs the administrative functions of the FERNS program. Assists public with forestry rules and laws as needed. Assists in using district maps and helps determine legal descriptions of specific points of interest. PAYROLL As back up to the Unit AS1, gather and summarize employee timesheets and enter payroll data into OSPS. Receive and review for completeness and correctness payroll forms, time sheets and shift tickets from employees. Apply and adhere to DAS and department policy and union contract regarding payroll topics. Provide instruction and explanation of rules and guidelines to others. OFFICE ADMINISTRATION & SUPPORT Provides general reception for Unit front office through duties listed in this section: Opens (0800) and closes (1700) the Unit office during the weekdays. Daily, sorts, date stamps and distributes incoming mail according to addresses and general knowledge of the unit and district personnel. Daily prepares outgoing mail according to addresses and general knowledge of the agency in a timely manner. Proofreads, edits and types a variety of reports, forms and correspondence as directed by the District Business Manager (DBM) and District Forester (DF). Retrieves, routes, creates and sends electronic mail messages via the computer system. Updates the general bulletin board, the directives and other general use manuals and the general filing system. Receives monies for sales of district maps. Greets general public. Provides assistance and general information to public. Receive and forwards incoming calls on a multi-line system. Takes messages or send to appropriate voicemail for the unit and district personnel. Updates general unit voice mail greeting depending on season, fire restrictions and Industrial Fire Precaution Levels (IFPL). Inventories and orders all office supplies. Coordinates District business card orders, name tag orders and logo apparel orders in conjunction with the AS1 position. Receives, verifies for accuracy and enters vehicle logs into computer monthly. Coordinates record retention maintenance to include maintaining storage spreadsheet, numbering system and record destruction on destroy by dates. Develop and recommend revisions to office procedures for position as needed. Provides back up to other office staff as needed and may be asked to take deposits to the bank (may require travel). Keeps track and coordinates conference rooms usage and meeting logistics including coordinating and hosting Zoom related meetings.

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.
Driver’s License Check - This position requires the operation of a state vehicle for the purpose of conducting official State business. If your license is from outside Oregon, you must submit at least a three-year court/DMV printout. If you have an Oregon driver’s license, a record check will be conducted on the top candidate to ensure a valid license and acceptable driving record.

Nice To Haves

Accounts Payable & Procurement Compliance – Skilled in processing AFP/PO/CRO transactions, resolving vendor issues, and ensuring accurate, timely coding and uploads.
Regulatory & Program Administration – Ability to review and process FERNS/E‑notifications, interpret forestry rules, and support program compliance.
Payroll & Timekeeping Accuracy – Strong attention to detail in gathering timesheets, applying policy/union rules, and entering data correctly into OSPS.
Customer Service & Front‑Office Communication – Professional, clear communication with the public, vendors, and staff, including reception and multi‑line phone support.
Organization, Attention to Detail & Records Management – Skill in managing records retention, office supplies, vehicle logs, scheduling, and general administrative processes.

Responsibilities

Initiate, prepare and process AFP/PO/CRO for general account payables.
Assists with auditing, determining appropriate expenditures costs and payment of fire related AFP/PO/CRO’s.
Works with vendors and contractors to rectify and resolve issues regarding payments or invoices, reconstructs account transactions, payments, adjustments and enters corrections.
Resolve accounts payable problems with vendors and staff.
Oversees and ensures SPOTS uploads to ODF.net are completed timely and accurately.
Monitors utilities and recurring accounts payable for expense trends.
Reviews accounts payable coding for relevance and accuracy.
Instructs vendors to register with OregonBuys to help ensure accurate and timely payments.
Provides administrative support for FERNS, PDMs and Private Forest practices
Assists the Public on completion of E-notifications.
Reviews E-notifications and applications for completeness and accuracy.
Is responsible for completing mailings of notifications to required parties.
Monitors E-notification system to determine needs.
Performs the administrative functions of the FERNS program.
Assists public with forestry rules and laws as needed.
Assists in using district maps and helps determine legal descriptions of specific points of interest.
As back up to the Unit AS1, gather and summarize employee timesheets and enter payroll data into OSPS.
Receive and review for completeness and correctness payroll forms, time sheets and shift tickets from employees.
Apply and adhere to DAS and department policy and union contract regarding payroll topics.
Provide instruction and explanation of rules and guidelines to others.
Opens (0800) and closes (1700) the Unit office during the weekdays.
Daily, sorts, date stamps and distributes incoming mail according to addresses and general knowledge of the unit and district personnel.
Daily prepares outgoing mail according to addresses and general knowledge of the agency in a timely manner.
Proofreads, edits and types a variety of reports, forms and correspondence as directed by the District Business Manager (DBM) and District Forester (DF).
Retrieves, routes, creates and sends electronic mail messages via the computer system.
Updates the general bulletin board, the directives and other general use manuals and the general filing system.
Receives monies for sales of district maps.
Greets general public.
Provides assistance and general information to public.
Receive and forwards incoming calls on a multi-line system.
Takes messages or send to appropriate voicemail for the unit and district personnel.
Updates general unit voice mail greeting depending on season, fire restrictions and Industrial Fire Precaution Levels (IFPL).
Inventories and orders all office supplies.
Coordinates District business card orders, name tag orders and logo apparel orders in conjunction with the AS1 position.
Receives, verifies for accuracy and enters vehicle logs into computer monthly.
Coordinates record retention maintenance to include maintaining storage spreadsheet, numbering system and record destruction on destroy by dates.
Develop and recommend revisions to office procedures for position as needed.
Provides back up to other office staff as needed and may be asked to take deposits to the bank (may require travel).
Keeps track and coordinates conference rooms usage and meeting logistics including coordinating and hosting Zoom related meetings.