Administrative Specialist 1 (Charitable Activities Section) - Portland

Initial Posting Date

03/14/2025

Application Deadline

04/02/2025

Agency

Department of Justice

Salary Range

$3,705 - $5,066

Position Type

Employee

Position Title

Administrative Specialist 1 (Charitable Activities Section) - Portland

Job Description

Must be a current Oregon Department of Justice employee in a permanent or limited duration position in order to apply and be considered for this opportunity.

The Oregon Department of Justice is seeking to hire two (2) organized and dependable individuals as Annual Report Specialists (Administrative Specialist 1) to support the Charitable Activities Section of the Civil Enforcement Division. Charitable organizations are required to file annual public financial reports with the Charitable Activities Section, which helps to ensure that charitable funds are being used appropriately. The primary purpose of this position is to process the annual reports so that organizations’ compliance with legal requirements can be monitored, to provide customer service to organizations with questions about reporting requirements, and to follow up with organizations that have not filed timely or complete reports.

Apply today! In exchange for your hard work, we'll ensure you are paid well, make work-life balance attainable, and show you the door to professional development and job satisfaction.

Job Duties (in Part)

• Data entry of specific information taken from State and IRS reporting forms that are received in paper and electronic form. Review report submission for certain items relating to completion and accuracy of report. Resolve issues by contacting filer and explaining necessary corrections and/or generating issue specific correspondence in accordance with statutes, rules and established section guidelines. Assemble the report in preparation for scanning of document.
• Enter payments received into database and generate daily deposit by printing daily deposit log, ensuring deposit is balanced, accurately copy checks for inclusion in Section’s daily deposit. Resolve discrepancies in certain cases where duplicate payments received or inappropriately posted. Make corrections to database in these cases and inform filer of corrective action taken.
• Back up Team Lead in assembling Section daily deposit as needed by generating automated daily section deposit memo and collecting daily deposit materials from staff. Ensure that the deposit balances. File deposit records.
• Remove or redact information from specific confidential documents.
• Respond to a large volume of telephone and email inquiries from nonprofit organization and the public regarding filing requirements, such as due dates, how to file, forms to use, extension process, calculation of fees, IRS form attachments and line by line instructions for form completion. Explain applicable laws and administrative rules regarding filling requirements and compliance. In addition, provide information about corporation status and IRS status and to some extent those agency requirements.
• Review tickler follow-up lists for delinquent and incomplete reports for additional action, which involves making contact to filer by phone, mail or email.
• Receive and process requests for extensions to file annual charity reports by completing data entry in database. Resolve discrepancies in requests due to differing fiscal years. Notify requestor of rejected or late requests and associated penalties.
• Assist with other general office duties as required to successfully complete the mission of the Section. Such duties may include assisting with processing mailings, providing general office support for attorneys and investigators, and providing assistance with mail and deliveries.
  
  

Required Experience

Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply, and allow us to evaluate the knowledge, skills, and abilities that you demonstrate, using an intentional equity lens.

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
  
  

OR

• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.
  
  

OR

• An equivalent combination of education and experience.
  
  

Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)

Desired Skills, Experiences, And Attributes

• Ability to accurately keyboard at 40 wpm.
• Experience performing data entry assignments efficiency and accurately.
• Ability to work as a team member as well as independently.
• Demonstrate professional verbal and written communication skills.
• Ability to maintain punctual and regular attendance.
• Experience providing accuracy and attention to detail in work performance.
• Ability to work efficiently while adapting to change and new processes.
• Computer proficient with ability to learn new software and systems.
  
  

What’s In It For You

• Exposure to a variety of practice areas within the Civil Recovery Section.
• Permanent, full-time employment.
• Vacation, sick leave, 11 paid holidays a year, and special days off.
• Excellent medical, dental, and vision benefits.
• Pension and retirement programs.
• Peer and management support, and representation by the Service Employees International Union (SEIU).
• Opportunity to expand your professional skills.
  
  

For more information about our benefits, you can learn here.

Application Process

Candidates from diverse backgrounds are encouraged to apply. The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age or disability, and is committed to workplace diversity.

• Click "Apply" and complete the online application and all supplemental questions.
• Attach your resume.
• Attach a cover letter identifying your attributes that meet the desired and requested skills.
  
  

ALL APPLICANTS: You will only have one opportunity to upload the required resume and cover letter. Drag and drop your resume into Workday when prompted to upload your resume. If you are concerned that the requested document didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact doj.recruitment@doj.oregon.gov. Any materials emailed will be associated on your behalf if received before the posting deadline.

CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply", update your employee profile to reflect your Education, Skills, and Job History (including your current job).

For additional information regarding working for the Department of Justice and application assistance, click HERE.

Oregon Department of Justice

1162 Court St NE

Salem OR, 97301

DOJ.recruitment@doj.oregon.gov

Phone: (503) 947-4328

Fax: (503) 373-0367