Office Specialist (Office Specialist 2) - State of Oregon : Job Details

Initial Posting Date:

12/04/2024

Application Deadline:

12/15/2024

Agency:

Department of Environmental Quality

Salary Range:

$3,277 - $4,443

Position Type:

Employee

Position Title:

Office Specialist (Office Specialist 2)

Job Description:

The Oregon Department of Environmental Quality strives to build and sustain an inclusive and equitable environment that embraces and values diversity. Employees at all levels of the agency work together to foster fairness, equity, inclusion, and belonging. We strive to be a workplace where we share our authentic identities, while advancing our individual professional goals, and while collaborating to protect, preserve, and enhance the environment for current and future generations. We celebrate and appreciate diversity, champion equity, and treat each other with respect and dignity. We are an equal opportunity employer and do not discriminate based on race, color, national origin, ethnicity, veteran status, gender, sexual orientation, religion, age, or physical or mental disability.

Candidates from diverse backgrounds are encouraged to apply. We are most interested in finding the best candidate for the job, and that candidate may not meet every one of our listed preferred qualifications. Lived experience may count towards the preferred qualification. If you are excited about this position, we encourage you to apply. If you are unsure as to whether or not you meet the qualifications of this position, please contact us to discuss your application.

Are you passionate about preserving, enhancing, and protecting Oregon's environment? If so, please consider a career with the State of Oregon at the Department of Environmental Quality (DEQ). At DEQ, employees have the opportunity to work with a dynamic and supportive team of mission-focused individuals tasked with maintaining, restoring, and enhancing the quality of Oregon's air, land, and water.

The Oregon Department of Environmental Quality has a full-time opportunity available for an Office Specialist (Office Specialist 2). This position will be located in Pendleton, Oregon.

Please consider joining an innovative team, and work to advance our agency's mission to protect and improve Oregon's environmental quality.

About DEQ!

The Oregon Department of Environmental Quality is the primary regulatory agency of the government of the U.S. State of Oregon responsible for protecting and enhancing the state's natural resources. Here is a video about DEQ:

There are 3 regions (Northwest, Western, and Eastern); this position is in Eastern Region. The Regions provide the following services: compliance inspection of regulated entities; enforcement of permit requirements and administrative rules; issuance of air, water, and solid waste permits; investigation of complaints; issuance of subsurface permits; response to spills or other incidents with environmental impacts; direct contact and liaison with other governmental entities, industries, and the public; and technical assistance to regulated entities and the public.

Click here to view a map of all of the DEQ offices.

What you will do!

You will provide front office operations, administrative support, and receptionist duties for DEQ's office in Pendleton, including, but not limited to: answering the phones; providing day-to-day contact with the public via various forms of communication; processing incoming and outgoing mail; coordinating and maintaining the vehicle fleet; ordering general office supplies; and ensuring smooth operations of the front office. In addition, you will serve as the onsite wastewater management program's administrative support in the evaluation and permitting procedures for onsite septic systems in the Pendleton office. This includes answering questions and triaging phone calls, entering and tracking information using spreadsheets and databases, and providing direct user support to permittees on electronic reporting and permit administration.

What's in it for you!

The opportunity to work in a productive and creative environment where no two days are ever the same! DEQ cares deeply about employee wellness and benefits. We offer a competitive benefits package that offers comprehensive medical, dental, and vision plans for the employee and their qualified family members, as well as paid sick leave, vacation leave, personal leave, and 11 paid holidays a year. In addition, we offer membership in the Public Employees Retirement System (PERS), and you have the opportunity to potentially receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). If you are passionate about Oregon's environment, apply today!

This is a full-time, AFSCME represented position.

This recruitment may be used to fill future vacancies.

What are we looking for?

Minimum Qualifications: 2 years of general clerical experience that included keyboarding, word processing, and generating documents, OR an Associate's degree.

Candidates who are most competitive will also reflect the following desired attributes:

* Demonstrated understanding of the historical impacts for marginalized and underrepresented communities; ability to take personal responsibility for increasing their knowledge of environmental justice and diversity, equity, inclusion, and belonging.

* Demonstrated customer service skills; ability to act professionally and courteously with internal and external individuals, including coworkers, managers, other staff, and members of the public in-person, via e-mail, and via phone.

* Experience procuring services and supplies through a variety of means (online ordering, working with preferred vendors, working with electronic procurement systems, using a corporate credit card, etc.).

* Familiarity with Microsoft 365 and Office products: Word, Excel, Outlook, OneNote, Teams, and Access.

* Familiarity with business connectivity software such as Microsoft Teams, Zoom, or other similar software.

* Experience with databases, including entering data, running reports, and maintaining data integrity. Comfortable learning new software that is DEQ-specific.

* Experience using standard office equipment such as desktop and laptop computers, printers, copiers, scanners, postage machines, video equipment, etc.

* Experience researching, analyzing, and interpreting data, laws, policies, and procedures, and providing guidance on them to the general public.

* Strong organizational and time management skills with an ability to switch priorities or projects seamlessly; high aptitude for learning new things and an ability to pay attention to detail.

* Experience with records management; experience maintaining electronic and hard-copy files; experience using software for records management.

* Excellent verbal and written communication skills, as well as interpersonal skills.

* Experience reviewing general documents for spelling, grammar, and readability.

* Experience with multi-line phones.

Working Conditions:

DEQ believes in a diverse and inclusive work environment. All employees are expected to contribute to a work environment that collectively values and benefits from respecting its diversity and promotes a culture of inclusiveness.

This position will be based out of DEQ's office in Pendleton, Oregon and will require full-time in office work. The work is performed in-person, in a professional, multiple program office setting with multiple demands on time.

There will be occasional travel on official State business for meetings, conferences, trainings, and public hearings, some of which may include evening work and/or overnight stays. The job involves occasional lifting of objects which weigh up to 50 pounds, such as file boxes and packages.

How to Apply: (complete the application in full)

* External Applicants Click on the Apply button and submit your application. Click this link for the External Candidate job aid, and view this video for additional information.

* Internal Applicants (current State of Oregon employees): Apply through your employee Workday account. View this knowledge article for assistance.

Helpful Tips:

* Allow yourself plenty of time to complete and submit the application.

* Workday will timeout after 15 minutes of inactivity.

* This posting closes at 11:59 PM on the close date listed.

* Please save a copy of the job announcement for your reference, as it may not be available for you to view after the job posting closes.

* Be sure to check both your email and Workday account for updates regarding this recruitment.

* Workday performs best in Google Chrome.

* Click here for Resources and a Job Support Page.

Help Your Application Rise to the Top!

Your application materials are the perfect opportunity to highlight your interest in the position and showcase your amazing skills and experience. In addition to your related work experience and education, DEQ will use the desired attributes and minimum qualifications above, under the What are we looking for? section to determine whom to interview. Please make sure your attributes and minimum qualifications are clearly demonstrated in your application materials.

Interested in hearing about future opportunities with DEQ? Click here to subscribe for our weekly e-mail updates.

Veterans Information:

DEQ provides veterans' preference points to all eligible veterans. For more information on veterans' preference, please visit Veterans Resources, or call the Oregon Department of Veterans' Affairs at: 1-800-###-####. For privacy reasons, please do not attach veterans' preference documents when initially applying. Instead, you will be asked to submit those at a later time as part of a future task in Workday.

Equal Pay Analysis:

As an employer, the State of Oregon complies with HB 2005, the Pay Equity Bill. We do not discriminate on the basis of protected class in the payment of wages, and we do not screen applicants on the basis of their current or past compensation. Please visit for more information. Please note: the salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95% (6% goes to PERS and .95% covers payroll taxes). Please review the Classification and Compensation page for more details.

Work Authorization:

DEQ does not offer visa sponsorships. On the first day of employment, all hires will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. In addition, hires will have three business days from their first day of employment to present documents that establish employment authorization and identity. DEQ is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

Questions/Need Help?

If you have questions about the recruitment or need assistance to participate in the application process, please contact DEQ's Recruitment Team at [email protected] or 503-###-####. TTY users: please use the Oregon Telecommunications Relay Service at 1-800-###-####.