Oregon Department of Environmental Quality
Initial Posting Date: 10/21/2022
Application Deadline: 10/31/2022
Agency: Department of Environmental Quality
Salary Range: 2,874.00 – 4,172.00
Position Type: Employee
Position Title: Office Support Specialist (Office Specialist 2) – Multiple Openings
The Oregon Department of Environmental Quality strives to build and sustain an inclusive environment that embraces and values diversity. Employees at all levels of the agency work together to foster fairness, equity, inclusion, and belonging. We are an equal opportunity employer and do not discriminate based on race, color, national origin, ethnicity, veteran, 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. Here is a video about DEQ: https://youtu.be/iP3K7JoLe1k
The Oregon Department of Environmental Quality has multiple full-time opportunities for an Office Support Specialist (Office Specialist 2) in Portland, Oregon. There are limited duration positions and permanent positions available. The limited duration positions are for 1-2 years, however, they do have the option of being extended or made permanent pending Budget and Legislature approval.
Please consider joining an innovative team, and work to advance our agency’s mission to protect and improve Oregon’s environmental quality.
Click here to view a map of all of the DEQ offices.
What you will do!
You will provide general administrative office support for managers and staff across your assigned section. You will greet and assist the public and other State employees by phone, by e-mail, and in-person; provide logistical planning support and coordination for meetings, training sessions, and advisory committees; enter data into various databases, develop spreadsheets, and gather, review, analyze, and prepare reports from those databases; provide general office support, including copying, mailing, scanning, and faxing; coordinate travel; manage records, coordinate public records requests, and maintain the records management system for your section; maintain calendars; order, track, and reconcile purchases of services and supplies; draft, proofread, edit, and format documents; and provide support to managers and staff on various software, computer, and other equipment. In addition, you will conduct research and analysis to support your program, and you will coordinate and execute various administrative projects for you section, such as reviewing permit applications and certifications for compliance and completeness.
What’s in it for you!
The opportunity to work in a productive and creative environment where no two days are ever the same! 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, 1 year of which included typing, word processing, or other experience generating documents.
Candidates who are most competitive will also reflect the following:
- Direct experience working in a clerical position for at least two years.
- Direct experience providing calendar management and scheduling, as well as providing logistical support, for in-person and virtual meetings and conferences for managers and staff; proficient with Microsoft Teams and Zoom.
- Excellent verbal and written communication skills, as well as interpersonal skills; ability to provide clear, concise, and compelling communication of policy and technical information tailored to the needs of diverse audiences.
- Experience with records management; experience maintaining electronic and hard-copy files; experience using software for records management.
- 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 databases, including entering data, running reports, and maintaining data integrity.
- Experience researching, analyzing, and interpreting data, laws, policies, and procedures, and providing guidance on them to the general public.
- 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.
- Proficient in Microsoft Office: Word, Excel, Outlook, and PowerPoint; experience with batch mailing and mail merges.
- Experience with invoicing, including preparing, sending, receiving, and mailing invoices.
- Experience preparing and routing documents for electronic signature using Adobe.
- Familiarity with environmental science.
Work is primarily in a fast-paced professional office. This position requires occasional travel on official State business for meetings, conferences, workshops, site visits, and public hearings, some of which may be held in the evenings and involve overnight stays.
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Please Note: 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 material.
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: 1-800-692-9666. For privacy reasons, please do not attach veterans’ preference documents when initially applying. You will be asked to submit those at a later time.
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 http://www.oregon.gov/das/hr/pages/equity.aspx 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.
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.
If you have questions about the recruitment or need assistance to participate in the application process, please contact Maddy Ouye, Human Resources Analyst, at firstname.lastname@example.org or (503) 347-5759. TTY users: please use the Oregon Telecommunications Relay Service at 1-800-735-2900.
Are you interested in an Informational Interview with DEQ to learn more about working at DEQ, how current DEQ employees got to where they are today, and what opportunities there may be for you at DEQ? Please go here and complete the form: https://www.oregon.gov/deq/about-us/Pages/humanresources.aspx. Please note that informational interviews are not tied to an open recruitment. If you complete the form above, you will be put in the queue to have an informational interview with a Hiring Manager from our Informational Interview Registry.