Office Specialist Job Vacancy in Higher Education Coordinating Commission Salem, OR – Latest Jobs in Salem, OR

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Company Name : Higher Education Coordinating Commission
Location : Salem, OR
Position : Office Specialist

Job Description : Initial Posting Date:
03/04/2022
Application Deadline:
03/21/2022
Agency:
Higher Education Coordinating Commission
Salary Range:
$2723.00 – $3596.00
Position Type:
Employee
Position Title:
Office Specialist 1 (Office Support Specialist)
Job Description:
Office Specialist 1 (Office Support Specialist)
Office of Student Access & Completion
FT/Perm
Salem, Oregon
REQ-90524
Come for a job. | Stay for a career. | Make a difference… for a lifetime!!!
Join the Higher Education Coordinating Commission’s Office of Student Access & Commission team an Office Support Specialist (Office Specialist 1).
Equitable Recruiting
The HECC strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.
Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a non-traditional background. We would encourage you to apply, even if you don’t meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.
About the Agency
HECC AGENCY VISION – The Higher Education Coordinating Commission (HECC) envisions a future in which all Oregonians—and especially those whom our systems have underserved and marginalized—benefit from the transformational power of high-quality postsecondary education and training.
Agency Values- Transparency, Equity, Integrity, Trust, Collaboration, Accountability, Lifelong Learning
About the Office
The Office of Student Access & Completion (OSAC) expands opportunities for Oregonians to access their higher education and career training goals through information, mentoring, and financial aid. Programs administered through OSAC that support students include:
ASPIRE information and mentoring programs: ASPIRE Middle & High School and Summer Bridge.
Outreach Programs: FAFSA Plus, in-person presentations, and tabling events directly serving students and families.
Financial aid programs:
State programs: Oregon Opportunity Grant, Oregon Promise Grant, Student Child Care Grant, Oregon National Guard State Tuition Assistance Grant, JOBS Plus, and other grants.
Federal programs: Chafee Education and Training Grant (for former foster youth).
Private scholarship programs: OSAC works in partnership with The Oregon Community Foundation, The Ford Family Foundation, and other donors to administer more than 600 scholarships.
What You Will Be Doing
The primary purpose of this position is to provide HECC front-desk reception and general office support for OSAC programs as needed. Tasks are not complex, are repetitive, and clerical.
Duties Include
Front Desk Reception
Ensure daily receptionist coverage.
Provide customer service.
Greet visitors, screen and direct inquiries to appropriate staff; answer general questions regarding HECC and OSAC programs.
Distribute and collect visitor & temporary badges. Maintain badge & visitor log.
Answer telephone calls to HECC mainline. Screen and direct callers to appropriate HECC staff; answer general questions regarding OSAC programs and make referrals as appropriate.
Process all incoming mail and accept deliveries. Sort, date stamp, scan and distribute mail within the agency. Respond to general and specific inquiries.
Process shipping and outgoing mail.
Monitor SecureFax and Mailroom faxes, forward to appropriate staff.
Sign out motor pool cards and maintain the log.
Maintain various electronic and paper filing systems. Alphabetize material for filing. File and retrieve material as needed.
Create and maintain contact and distribution lists, as well as other databases of information.
Respond to written requests for information from the public through the use of standardized letters, applications, or other.
Copy, scan, and collate packets of information.
Monitor, inventory, replenish common office supply levels for general agency office supplies.
Perform miscellaneous data entry tasks; maintain filing systems; keep logs and statistics related to OSAC program or HECC operations.
Schedule meetings and conference rooms using Microsoft Outlook.
Maintain monthly inventories of agency fire extinguishers and first aid kit.
Assist with various administrative tasks such as: scanning, printing, copying records and other materials, update records log.
General Staff Support and Office Duties
Compose and type correspondence, reports, spreadsheets, memos, and other documents for agency staff as requested.
Support the ASPIRE Program as requested.
Assist with printing, copying, filing, and mailing applicant materials to selection committees, pre-screen applications for various scholarship criteria.
Assist with organizing and distributing scholarship materials to high schools, colleges and community organizations. Set up mailing label lists. Maintain databases for ordering process.
Keeps records of all transactions.
Assist with prescreening scholarship applications for completeness and accuracy and reviewing transcripts for scholarship eligibility.
For a complete list of duties and working conditions, please contact the recruiter for the position description.
Working Conditions
Daily team interactions.
Open office environment.
Extensive computer use.
Simultaneous work on multiple tasks with frequent interruptions.
Requires remaining stationary for extended periods.
Requires physical activity normally associated with filing and sitting for extended periods, occasional bending, stooping, and walking to meetings within the building.
This position is required to either possess and maintain a valid driver’s license by the state of residence or provide an acceptable mode of alternative transportation, in order to travel to required training and meetings. Additionally, in state and occasional out of state travel may be required for mandatory training and meetings.
This is a full-time SEIU represented position.
Desired Attributes/Skills
If you have these qualities, let us know! It’s how we will choose whom to move forward!
Experience as a front desk receptionist
Experience with a multi-line phone system
Possess extensive effective communication and interpersonal skills
Possess strong organizational skills
Have a high degree of flexibility and work demand tolerance.
Adapt easily and ability to deal with shifting priorities and changing demands.
Have a high degree of accuracy and attention to detail
Be proficient with Microsoft Office, Outlook, Word, Access, and Excel.
Minimum Qualifications (Required Skills)
Completion of courses or training in Office Technology;
OR

One year of general clerical experience which included typing, word processing, or other generation of documents;
OR

An equivalent combination of training and experience.
COVID-19 State of Oregon Requirement
The State of Oregon requires all executive branch employees to complete their COVID-19 vaccination series or have an approved exception to the requirement due to a medical condition or sincerely held religious belief. Successful candidates for this position must submit vaccination documentation or be approved for an exception prior to their first day of employment. Failure to provide proof of full documentation or receipt of an approved exception will lead to withdrawal of the job offer. For more information, visit our policy listed here .
The Benefits
Competitive medical, vision and dental benefits package for the employee and qualified family members.
Opportunity to participate in a deferred compensation savings program.
A fabulous retirement program.
Work-life balance-
10 paid holidays per year.
3 additional paid “Personal Business Days” per year.
8 hours of sick leave accumulated every month.
Progressive vacation leave accrual, starting at 8 hours per month, with increases every 5 years.
Work with a team that values equity, affordable access to education, and lifelong learning within beautiful Salem, Oregon!
How to Apply
*Current State of Oregon Employees: Please apply through the Career worklet within your Employee Workday Profile .*
Click the apply button and fill in the application fields.
Complete the questionnaire .
Upload your resume .
Attach a cover letter
Limit to no more than two (2) pages and
Clearly demonstrates how your education and work experience meet the desired attributes of this position.
Be sure to check your applicant inbox periodically for updates and information requests.
Failure to respond to these requests may delay the review of your application materials .
Help Your Application Rise to the Top!
Your candidate profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and showcase the amazing skills and experience, making you the best candidate for the position. Candidates whose training and/or experience most closely match the requirements and needs of the position and who attach all necessary documents will be eligible for an interview. Submissions will be screened for consistency of information and communication skills at the professional level (attention to detail, spelling, grammar, etc.)
Need help?
Contact Patty Cuno, HR Analyst, at Patty.Cuno@state.or.us or call (503) 934-0956 with questions about the recruitment and selection process (e.g., supplemental questions, clarification of job announcement information, etc.).
If you need an alternate format in order to complete the application process, please contact Patty and be prepared to describe the alternate format needed.
The Fine Print
Salary Range: The range listed is the Non-PERS salary range. Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS.
Criminal Records Check: Employment is contingent on the outcome of a criminal records check which may require fingerprints (FBI). Any history of criminal activity will be reviewed and could result in the withdrawal of an offer or termination of employment.
Veterans : If you are a veteran you may receive preference. A request will be sent to your applicant inbox to submit your veteran’s DD214 form.
Position Description: A complete position description is available by contacting the recruiter.
Visa Sponsorship: We do not offer Visa sponsorships. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US.
The HECC is an Equal Opportunity Affirmative Action (EEO/AA) Employer Committed to Workforce Diversity Employment Opportunity Commission under Title I of the Americans with Disabilities Act (ADA). HECC does not discriminate on the basis of disability in admission or access to our programs, services, activities, hiring, and employment practices.
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