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Job Opportunity: Office Specialist 1:Oregon State UniversityJob description:Office Specialist 1Bookmark this Posting | Print Preview | Apply for this JobPlease see Special Instructions for more details.Applications will be reviewed located 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 practice is located on full-time equivalent (40 hours per week). PLEASE NOTE: If you have volunteer practice significant to this position, please include in the Employment History section and note length of time, average number of hours per week and major tasks. Typically, the starting income is at the lower end of the income range. For additional information Contact Us by: Wendy Hein, Search Chair wendy.hein@oregonstate.edu 503-650-3122 or 503-655-8635 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 capability to help us achieve our vision of a diverse and inclusive community. 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 variety of lived practice 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 Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, Contact Us by OSU's Employee and Labor Relations team at E-Mail: employee.relations@oregonstate.edu. Position DetailsPosition InformationDepartment Ext Clackamas Co Office (TEX) Classification Title Office Specialist 1 Job Title Office Specialist 1 Appointment Type Classified Staff Job Location Oregon City Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary This recruitment will be used to fill one full-time Office Specialist 1 position for the Division of Extension and Engagement's Extension Clackamas County Office at Oregon State University. This Office Specialist 1 (OS1) position is located at the Oregon State University (OSU) Extension Clackamas County office in Oregon City and provides general office support to the OSU Extension Service programs in Clackamas County. Purpose of the position: The OS1 is a member of the Extension support and front office team and contributes to a welcoming and respectful workplace culture. This position provides general support to the OSU Extension program faculty and staff in Clackamas County, including direct support to the Family and Community Health (FCH) and Supplemental Nutrition Assistance Program-Education (SNAP-ED) programs as needed. Individual in this position assists Extension clients by responding to questions and providing program educational resources, or refers clients to appropriate faculty or staff member. 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 abilities of the Vice Provost for Extension and Engagement. To lgain more about our Division and its core units and initiatives, please visit our Division website : https://engagement.oregonstate.edu/. 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 consciousness of and engagement with our organization, programs and resources. Commitment to inclusive excellence: Oregon State University is committed to a culture of belonging and collaboration. We envision collaborative and respectful environments that are safe, inclusive, and welcoming. All employees are responsible for achieving this commitment. This commitment includes, but is not limited to, complying with Civil Rights and Language/Visual Access regulations. In addition, this individual will assist the managing faculty and staff members to design, develop, maintain and/or carry out Extension programs to ensure that educational programs and outreach activities serve diverse populations, including those that have been historically marginalized/excluded from participation. OSU Division of Extension and Engagement's Diversity, Equity, and Inclusion https://extension.oregonstate.edu/about/diversity-equity-inclusion OSU Mission Statement https://leadership abilities.oregonstate.edu/trustees/about-board/oregon-state-university-miss ion-statement 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 expertise 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 cultural resource centers 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 compensates Package: Oregon State University offers a comprehensive benefits package 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. Future and current OSU employees can use the Benefits Calculator to lgain more about the full value of the benefits provided at OSU. Key Responsibilities This Office Specialist embeds the commitment of the university to inclusive excellence in all interactions and tasks performed and contributes to a safe, welcoming and respectful learning and workplace environment. 35% General Office tasks » Provide general office support. Work as a team member to coordinate job tasks and responsibilities. » Maintain and organize files for correspondence, programs, records, materials and forms. » Receive and date incoming mail and deliveries; screen, handle or distribute appropriately. » Receive email and other digital communications and coordinate appropriately. » Order materials and supplies via OSU's procurement system (Benny Buy) as requested by faculty and staff. » Maintain and track faculty and staff schedules and provide reminders of important dates and deadlines. Create and maintain a master FCH program event calendar. » Provide back-up for office receptionist. » Provide first-line response; interpret customer requests. Supply educational material and information or refer to staff or other Extension approved sources of information. » Respond to general questions and inquiries regarding all County Extension programs. Develop familiarity and keep current on all available educational publications and other materials available for public distribution and reference. Refer questions, inquiries, or problems to faculty or other staff when necessary. » Provide general clerical support to volunteers and program participants when requested. Maintain a professional and welcoming relationship with all program participants. » Work with all Extension staff to prepare program calendars, newsletters, etc. Use word processing/desktop publishing software to prepare correspondence, reports, newsletters, flyers, brochures, and other materials. Proofread and edit all documents for clarity and consistency to ensure accuracy. » Maintain contact and email lists for faculty and staff use for program marketing support. Keep program flyers and registration materials up to date, and post on website as needed. Send notices, class information and flyers as requested. » Prepare mailings, supply orders, and printing order. May assist with local deliveries and pick up of items on occasion. » Handle and record monies received for programs, workshops, the sale of educational materials and other activities involving fees. Document, process and report fees as directed by OSU policies. » Prepare, process, document and report program expenditures. » Cross-train and share information and expertise with office staff. Remain aware of the Extension mission and all program areas, their activities and schedules. Record current project work for reference by faculty and support staff, and keep record of work completed. » Perform canner pressure gauge testing. » Assist with office opening/closing procedures. Contribute to general office maintenance and upkeep, including meeting rooms, office and reception area, workroom, lunchroom, etc. 35% Program Support » Serve as front office support for general inquiries related to nutrition, food safety, food preservation and other FCH programs. Provide general office support to program located on OSU research-located food preservation publications, and materials recommended by the United States Department of Agriculture. Forward questions to Food Preservation and Safety Hotline when appropriate, or refer to appropriate faculty specialist. » Process registrations and payments for classes, workshops and other events; accept fees and record registration details. Develop and maintain program participant lists. Provide registration information to faculty and staff as requested. » Prepare program packets for classes, workshops, markets, training, fairs or other events. Provide follow-up reminders and program details to class registrants. » Follow OSU and division brand guidelines, digital publishing standards and digital contact management data integrity practices for assisting faculty and staff with programmatic communications, marketing and engagement. » Provide general clerical support to instructors and volunteers in FCH volunteer programs (Family Food Educators, etc.) Organize and record volunteer program applications; track service hours and volunteer contact information provided by faculty, EPA or course instructor. Support volunteers conducting events, contacting them in advance of events to provide needed supplies and materials. » Maintain inventory of educational materials and keep office and volunteer resources up to date . » Assist the SNAP-Ed managing faculty and educators, including: » Assist with database and maintain record of participants. » Remain current regarding updates to all applicable reporting systems. » Assist faculty and staff in preparing program impact information for reports. » Provide data for quarterly and annual reporting requirements. » Manage and maintain program files. » Order program supplies as needed and approved by faculty. » Maintain all Memorandums of knowledge (MOUs) with schools and stakeholders. 15% Data Management & Reporting » Provide data collection and coordination. » Assist with compiling reporting details for Extension educational programs. » Develop and maintain distribution lists and program participant lists. » Maintain all customer contact data for Civil Rights reporting and collect data for annual report. » Enlarge and maintain media database for press release distribution. Develop database of local, cable access networks and other media. » Gather information to maintain Extension resource/referral database of all educational materials. » Work with office manager and faculty to maintain a searchable catalog and check-out system. » Assist the Administrative Office Manager with identifying appropriate agencies as resources; gather and collect data from departments and agencies (University departments, Extension offices, county departments, federal agencies, community colleges, libraries, cities, non-profits, and other agencies). Assist the Administrative Office Manager with monitoring, verifying, and sharing data with faculty and staff. » Maintain community agency list of resources for program, volunteer and customer needs. 10% Website Maintenance » Edit and post Extension educational information and events, using OSU Extension web templates and OSU web content management system (i.e., Drupal) as needed. Post photos, videos, and other documents as needed. 5% Other tasks » Assist other office staff with major projects as needed. » Attend training opportunities to build basic knowledge and technical expertise to assist faculty and staff with using digital communications, marketing and engagement technologies significant to position tasks. » Attend and maintain training on program expertise related to food safety and preservation. » Perform other tasks as assigned. What We Require Completion of courses or training in Office Technology; OR One year of general clerical practice which included typing, word processing, or other generation of documents; OR An equivalent combination of training and practice. What You Will Need » Demonstrable commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming. » General knowledge and capability to use computers, including proficiency with information technology, professional office software and collaborative work platforms. capability to lgain specialized software applications. » practice handling and recording cash payments. » practice with customer service. » Excellent organization and analytical expertise. » capability to lgain and adapt to using multiple forms of digital communication systems, including websites, email newsletters, social media, and other tools in a changing technological environment. » capability to communicate effectively, both orally and in writing. » capability to work as a team member. » capability to work on projects to completion, at own initiative without direct supervision. This position is designated as a critical or security-sensitive position; therefore, the incumbent must prosperously 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 » Proficient in use of Microsoft Office applications: Outlook, Publisher, and other MS office applications. » practice using Microsoft Excel to develop and maintain expense/budget tracking spreadsheets, data management and program reports, and program participant tracking. » practice using database management systems to enter data and view reports. » practice using desktop publishing and graphic design tools such as Indesign or Canva for developing flyers and newsletters. » Knowledge of Extension programs. » Familiarity with family community health subjects such as food and nutrition, food safety, and food preservation, following methods currently recommended by United States Department of Agriculture. » Bi-lingual in Spanish and English. Working Conditions / Work Schedule » Local travel may be requested on occasion to deliver/pick-up print projects and mailings to outside vendors. » Regular working schedule: M-F, 8:00am-4:30p.m. at the Oregon City office unless notified in advance of a change by manager due to special program requirements. Lunch schedule will be set in consultation with the office manager. » Desk space in open concept front office area. Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min income $16.60 Max income $21.96 Link to Position Description https://jobs.oregonstate.edu/position_descriptions/10981 Posting Detail Information Posting Number P04786CT Number of Vacancies 1 Anticipated Appointment Begin Date 06/17/2024 Anticipated Appointment End Date Posting Date 04/25/2024 Full Consideration Date Closing Date 05/16/2024 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified candidates Special Instructions to candidates Applications will be reviewed located 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 practice is located on full-time equivalent (40 hours per week). PLEASE NOTE: If you have volunteer practice significant to this position, please include in the Employment History section and note length of time, average number of hours per week and major tasks. Typically, the starting income is at the lower end of the income range. For additional information Contact Us by: Wendy Hein, Search Chair wendy.hein@oregonstate.edu 503-650-3122 or 503-655-8635 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 capability to help us achieve our vision of a diverse and inclusive community. 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 variety of lived practice 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 Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, Contact Us by OSU's Employee and Labor Relations team at E-Mail: employee.relations@oregonstate.edu. Supplemental QuestionsRequired fields are indicated with an asterisk (*).» * Describe how your background and practice has prepared you to be effective in collaborative and respectful learning and working environments that strive to be safe, inclusive, and welcoming. (Open Ended Question) » * Describe how you meet the required minimum qualifications of this position through prior professional work and/or volunteer practice. (Open Ended Question) Documents Needed to ApplyRequired DocumentsOptional Documents» VETERANS ONLY: Must provide proof of Veteran Status (DO NOT upload any unrelated documentation - information uploaded to this field will be removed once reviewed) Skills:
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