Initial Posting Date: 01/26/2023 Application Deadline: 02/09/2023 Agency: Department of Transportation Salary Range: $2,823 - $4,073 Position Type: Employee Position Title: Program Assistant Job Description: Office Specialist 2 – Program Assistant Oregon Department of Transportation Public Transportation Division Program Services Salem/Hybrid The role: The program assistant position provides half time administrative support to the managers and staff of the Rail Operations and Statewide Multimodal Network Unit, Program Services Unit and their remaining half time to the Climate Office manager and staff. Support duties include but are not limited to scheduling meetings, telephone coverage, filing, invoice review and payment, copying and mail handling, assistance with funding agreements and payroll support. Bring your administrative experience to ODOT and apply today! We encourage people from all backgrounds to apply for our positions and hope you will join us on our path to diversity, equity, and inclusion. We are an agency that embraces social equity through our values, strategic planning, and actions. Leaning into our equity priorities means we continually examine what we do, the impact we have, and our progress toward weaving social equity into who we are. To learn more about our social equity commitments, visit our Social Equity website. If you are a current State of Oregon employee, you must apply through your employee Workday profile. A day in the life: Screen calls, schedule meetings and manager calendars. Receive and prepare invoices. Coordinate and process personnel related forms and actions. Provide project assistance by photocopying, mass mailings and general support tasks. Coordinate travel arrangements and expenditure reporting. Participate in committees by taking meeting minutes and organizing venues. Schedule and provide materials for meetings and participate in staff meetings. Complete payroll and data entry in various documents and programs. Set up new vendors. Handle cell phones and computer equipment for employees. Prepare maintenance work orders. Work environment includes work at a computer terminal, and managing projects which may have conflicting priorities, requirements and tight deadlines. May require travel throughout the state in all types of weather, with infrequent overnight and weekend travel required. To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov. What’s in it for you: Work/life balance, 11 paid holidays a year, flexible work schedules, competitive benefits packages and so much more. Click here to learn about working at the Oregon Department of Transportation. Live, work and play in Salem, Oregon! Want to know about new job postings? Click here to subscribe for email notifications through GovDelivery! What we need: 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. Note: College courses in office occupations or office technology will substitute for the required experience on a year-for-year basis. What we’d like to see: If you have these qualities, let us know! It’s how we will choose whom to move forward! Note: You do not need to have all of these qualities to be eligible for this position. Experience working on a team. Experience with calendar management for a supervisor or team. Knowledge of correct spelling, punctuation, grammar and sentence structure. Experience receiving and processing invoices and vendor payments including coding invoices with appropriate codes for input. Experience being responsible for receiving, receipting and depositing money, checks, or similar documents. Experience working with a variety of software and or databases such as Microsoft Word, Excel, PowerPoint, Outlook calendaring and Outlook emailing. How to apply: Before applying, click here to visit our applicant information website to learn more about our process. Complete the following required steps: Fill out the application or attach a resume. Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer. Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the “what we’d like to see” section above. Your cover letter must be limited to no more than two (2) pages. Please address your cover letter to hiring manager, Darrin Kazlauskas. Generic cover letters and/or cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities. If you are an internal applicant, you must upload your cover letter in the ‘Resume/Cover Letter’ section of the application. If you are an external applicant, you must upload your cover letter in the ‘Resume/CV’ section of the application. Complete questionnaire. Answer the checkbox-style questions before submitting your application. After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox. If you are a veteran, you may receive preference. Click here for more information about veterans’ preference. The task to claim preference will come before the public records request and gender identity questionnaire tasks. Click here for a guide on how to upload your documents. For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application or combine it with any other required document attachments. Need help? For questions, please email Nikki Hlavinka at: ODOTrecruitmentNH@odot.oregon.gov Additional information: We may also use other factors to help us decide who will move forward, such as transferable skills, experience, education, and alignment with ODOT values. We do not offer visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer. Don’t attach extra documents. We will only look at documents that we ask for. We may use this recruitment to fill multiple or future vacancies. We will conduct name-based criminal background checks on final candidates, including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and/or education verification as required for the position. You will be represented by the Service Employees International Union (SEIU). Human Resources/Recruitment, MS12 355 Capitol St NE Salem OR 97301-3871 Fax 503-986-3895 ODOT is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process. For questions, concerns, or complaints regarding EEO/AA/ADA, contact 1-877-336-6368 (1-877-EEO-ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503-986-3700. Oregon Relay Service can be reached by calling 7-1-1. #LI-DNI Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon “flies with her own wings.”