Receptionist/Administrative Specialist (Office Specialist 2)

Greeting and registering in-person patrons and send appointment reminders to scheduled visitors.

Receiving phone calls, answer routine questions, and route to appropriate staff, division or agency.

Providing administrative and general support to the Reference unit, including: duplicating records, inventorying collections, assisting with space management, and applying basic preservation techniques to collections.

Providing administrative and general support to Archives staff, including collating and distributing mail and data entry.

Maintaining inventory of office equipment and supplies, and ordering to keep supplies stocked.

Assigning and managing distribution of division’s physical assets including, but not limited to, laptops, phones, and keys and submit requests for ID cards.

Submitting invoices and receipt paperwork to Accounting.

Managing standing Purchase Orders in the agency’s procurement system, processing renewals and creating receipts for monthly services.

Coordinating building maintenance tasks and submitting related requests into DAS system (Trirega).

Maintaining and using SPOTS credit card for approved division purchases.

Coordinating and assisting with administrative tasks associated with public events.

Compiling statistical counts and filings for monthly reports.

Receiving and filing official documents (e.g., warrants, requisitions, annexations, oaths). Corresponding with agencies submitting filings. Entering filings into database (Content Manager). Researching information relating to filings. Providing excellent customer service associated with providing access to official filings.

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.

Proficiency in compiling, sorting, reviewing and validating documents for accuracy and completeness.

Ability to work independently and prioritize work efficiently.

Excellent verbal and written communication skills.

Skilled in using a personal computer and the Microsoft 365 suite for enterprise (e.g., PowerPoint, Excel, Word, Outlook, Teams, etc.) and ancillary office productivity software.

Pro-active in anticipating needs of team.

Ability to exercise professional discretion.

Capability to maintain attention to detail in all aspects of work.

Flexibility in approach to workday tasks.

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Upload your resume

Complete job history and education sections to clearly demonstrate how you meet minimum qualifications for the position

Complete application questionnaire

Submit your finalized application

Complete additional inbox questionnaires on confidentiality and veteran status

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Building equitable access to our democracy.

Making tools easily available to achieve economic success.

Ensuring state resources are used sustainably, efficiently and accountable to the public.

Honestly acknowledging Oregon’s history.

Family Friendly Work Life Balance (paid time off, 12 holidays, 3 personal days, short and long term disability benefits)

Take Care of Yourself and Your Family (comprehensive employee benefits, choice of medical plans, vision plan, life insurance, child care flexible spending account, employee assistance program)

Celebrate Uniqueness: Diversity and inclusion are cornerstones of our values. We recognize that diversity and inclusion are critical to developing a talented, high-performing workforce and are committed to providing a supportive work environment in which all of our employees can thrive and reach their full potential. We strive to maintain a culture that attracts, develops and retains a diverse workforce that closely mirrors the residents of our community. We learn from and respect the cultures in which we operate and value the uniqueness of individual talents, experiences and ideas.

Invest in Your Future: (Pension plan, deferred comp, short and long term disability plan, flexible spending accounts for healthcare and dependent care)

Be Appreciated (employee recognition events, agency unique employee recognition program allowing for additional leave options such as vacation buy-out and sick leave roll-over, dynamic employees doing impactful work)

ADA: At the Secretary of State, we value community and foster a sense of belonging for our employees

Additional applicant screening will depend on the number of qualified applications received. Screening may include skills testing, the results which may be used as part of the applicant evaluation process.

Candidates whose background most closely matches the qualifications and required/requested skills of this position will be invited to an interview.

Successful candidates must pass a criminal history check. Adverse background data may be grounds for immediate disqualification.

Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: . You may also call the Oregon Department of Veterans' Affairs at 1-800-692-9666.

The Secretary of State does not offer VISA sponsorships. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6%.