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| Post Code: D702 |
| Announcement Number: LEPR0773 |
| Classification Number: C0108 |
| Open: 04/14/2008 |
| Close: 05/12/2008 |
| Location: Gervais |
| Availability: Part Time |
ADMINISTRATIVE SPECIALIST 2 |
(Program Administrative Specialist)
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$2,388 - $3,437 MONTHLY
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GENERAL INFORMATION
This is a job-share opportunity for Oregon Parks and Recreation Department. The work schedule for this position is Monday – Friday, typically the hours will be between 9:00 am and 2:00 pm. Benefits are pro-rated based on an employees part-time FTE.
Oregon Parks and Recreation Department’s mission is to provide and protect outstanding natural, scenic, cultural, historic and recreational sites for the enjoyment and education of present and future generations.
More information about Oregon Parks and Recreation Department is available through:
www.oregonstateparks.org.
- There is one (1) permanent job share, part-time (.50 FTE) position with Oregon Parks and Recreation Department, reporting to Willamette Mission, Gervais, Oregon.
- This position is represented by the Service Employee International Union (SEIU).
- This recruitment will be used to establish a list of qualified people to fill the current vacancy.
The State provides an excellent benefit and compensation package, which includes:
- Option to participate in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.
- 9 paid holidays, vacation leave earned at the rate of 8 hours per month, with increases in 5 year increments, 8 hours of sick leave monthly, and 24 hours of personal business leave yearly. Job-sharing employees shall accrue vacation leave, sick leave, and holiday pay based on the hours worked in a month.
- A generous contribution toward individual and family health and dental insurance. Employer paid $5,000 basic life insurance with additional coverage available including long- and short-term disability plans, accidental death and dismemberment plans and long-term care insurance.
Job- share employees are entitled to employer paid insurance benefits. The employer covered insurance is based on a full-time (1.0 FTE), any employee who does not work full-time (1.0 FTE) will have their insurance benefits pro-rated based on their (FTE). The cost of the benefits is pro-rated based on the permanent (FTE) for the position and each employee has the right to pay the difference between the employer paid insurance benefits and the full premium amount through payroll deductions.
Applicants are subject to both a Computerized Criminal History and Driver & Motor Vehicle Services check. Adverse background data may be grounds for immediate disqualification. Information obtained in this process will remain confidential.
PRIMARY POSITION DUTIES
- Facilitates and coordinates division-wide projects or activities as assigned. Prepares fiscal and administrative information for review and presents that information in various formats with analysis to the Program Coordinator / Division Manager. Tracks and monitors monthly and quarterly expenditures against program/project budgets and reports to Program Coordinator & Division Manager;
- Coordinates program projects/activities as assigned for compliance with Federal ADA standards, OAR’s, Building Code requirements, health & safety requirements, sustainability standards / mandates, and OPRD standards (Signs/Facilities). This includes interpreting these to OPRD staff, the public, or other State and local agencies, and prepares recommendations for the project to the Program Coordinator for design/development of product through the various OCE (Oregon Corrections Enterprises) production facilities;
- Coordinates various types of work crew projects/activities (DOC, County, & Youth) with OPRD staff, State and local agencies to accomplish identified program goals and objectives. This includes working with IGA/IAA agreements, work order project descriptions, State/local agencies policies and procedures, and OPRD policies and procedures. Works with involved parties to resolve financial problems and implements appropriate course of action. Assess needs and problems of work crew projects, audits expenditures, and prepares recommendations regarding changes to policies and procedures and work crew budgets for the Program Coordinator/Division Manager;
- Coordinates Central Field program projects/budgets by interpreting agency policies and procedures, IAA/IGA agreements, and provides information and direction to agency staff, and other State and local agencies to assist in carrying out assigned activities, resolve problems, and determine appropriate course of action;
- Coordinates Hub System projects/activities by implementing recommendations approved by Division Manager and Facilities Planning & Maintenance Coordinator. Assess needs and problems of assigned Hub System program areas and prepares recommendations regarding training needs and changes/additions to policies and procedures;
- Responsible for reviewing incoming invoices, verifies amounts being billed to ensure calculations are correct, reconciling to statement and verifying clearance document in FMS system; maintain a record keeping system for these documents which may include a vendor payment log. Contact vendors if discrepancy is discovered;
- Combine invoices with corresponding purchase documents and bill of lading (receipts); code invoices according to the program’s FMS coding, (including appropriate project-phase numbers), then enter the invoices into FMS for payment;
- Enter purchase orders into FMS, often in large dollar amounts. Maintain copies of purchase orders to match with vendor invoices and file accordingly. Delete, edit, and cancel purchase orders as necessary;
- Respond to vendor questions regarding payments; and request copies of warrant and check documents from Salem headquarters when needed.
QUALIFICATIONS
- Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
- An equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of the experience.
If you qualify, see “How to Apply” section of this announcement.
DESIRED COMPETENCIES
The ideal candidate will have a performance record demonstrating the following desired competencies:
- Excellent verbal and written communication skills with proven ability to convey information in a clear and concise manner.
- In-depth knowledge and experience with facility maintenance or construction trades;
- Experience in natural resource management;
- Experience working with diverse work team including volunteers, youth crews, and/or correction crews.
WORKING CONDITIONS
Work is primarily performed in an office setting. Sits or stands for long periods of time. Needs adequate vision and hearing, manual dexterity, communication and motor skills to perform the duties of the position. Operates office equipment and computers requiring repetitive use of arms, wrists, and hands. May occasionally lift and move up to 35 pounds and infrequently up to 50 pounds or more with assistance. May be required to attend meetings or perform duties outside of normal office hours. Moves throughout facilities and grounds and may drive a motor vehicle. May travel to other parks, headquarters, or other agencies for training and meetings. Overnight travel may be required. Possibility of exposure to a variety of environmental and chemical allergens and odors standard to area of assignment. Possibility of exposure to hostile and offensive language and actions from the public. Uses appropriate safety and personal protective equipment and follows established safety policies, practices and procedures. Performs duties of position with or without reasonable accommodation.
HOW TO APPLY
If you qualify, submit a State of Oregon Employment Application form (PD100) and a cover letter of no more than three pages clearly describing how you believe you’ve developed and demonstrated above desired competencies. Please use specific examples.
Please note in your cover letter or directly on the front of your application where you first saw this position advertised (name of newspaper, website, publication, etc.).
Those candidates whose experience most closely matches the primary duties of this position will be invited to an interview.
SEND COMPLETED APPLICATION MATERIALS TO:
Oregon Parks and Recreation Department
Human Resources Division
725 Summer Street NE, Suite C
Salem, Oregon 97301-1266
You may E-MAIL your application materials to us at parks.jobs@state.or.us. By electronically submitting your application, you agree to the conditions stated in the certification and signature section of the application, which is enforceable as if you had signed. You will receive automated confirmation of receipt only if you submit via e-mail.
H.I.R.E. System participants interested in being considered for this position must follow the TO APPLY instruction listed in this announcement. Copies of applications, supplements and job announcements can be obtained from www.oregonjobs.org.
AFTER your application materials have been reviewed, you will be sent a notice by mail advising: a) if your application was accepted or b) if your application was not accepted. If you don't agree with the results, you may request a review. Review requests must be submitted in writing and must be received within 10 days from the date of the notice. Additional information cannot be accepted. However, if your application was not accepted and if the recruitment is still open, you may submit a new application as long as it is received in our office by the close date. OPRD is not responsible for material that is illegible or missing as a result of transmitting by fax or which may be lost through the mail.
SUBMIT only the required materials. Reference letters or work examples should be kept for interviews. In addition, any application materials previously submitted for other positions will not be matched to this application by OPRD. It is the applicant’s responsibility to submit all required documents every time.
INTERVIEWS will be scheduled for those applicants whose background most closely matches the needs of the position. KEEP a copy of all application materials for job interviews. COPIES ARE NOT PROVIDED.
CURRENT JOB OPENINGS and information on the required application forms are available through
http://www.oregonjobs.org/, or you can obtain a State of Oregon Employment Application form (PD100) from any local Oregon Employment Department office, most other state agency personnel offices.
APPLICATION MATERIALS MUST BE RECEIVED BY 5:00 P.M. ON THE CLOSE DATE. Due to the volume of applications received, OPRD cannot confirm receipt of applications. The pay on all announcements may change without notice.
If you have a disability and need assistance completing the application materials, call the OPRD Human Resources Division at (503) 986-0662.
OPRD is an equal opportunity, affirmative action employer committed to a diverse work place.
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