Position Details Position Information Department Ext 4-H Yth Dev OffCmpus (TEX) Classification Title Office Specialist 2 Job Title Office Specialist 2 Appointment Type Classified Staff Job Location Various Locations Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary This recruitment will be used to fill two full-time Office Specialist 2 positions for the Division of Extension and Engagement with Oregon State University ( OSU ). One position will be located in Salem, Oregon and the other position will be located in McMinnville, Oregon. Refer to the Supplement Questions section of the posting for designating a position location preference. The Office Specialist 2 (OS2) position is with the Division of Extension and Engagement’s (division) Extension Service. The OS2 is a team member of the Extension’s Oregon Western Region and will report to the Administrative Office Manager of the designated county. The OS2 provides general office and administrative program support to Extension faculty and staff within the County. This position is first-in-line serving the public and responding to various inquiries in-person, over the phone and via email. This OS2 provides support for the Extension 4-H Youth Development program and the Community Horticulture and related Master Gardener program. This OS2 supports all faculty as needed and/or as directed by the Administrative Office Manager through a variety of general office and record keeping functions. These support duties are performed independently and often involve the completion of varied and unrelated assignments or technical tasks. The OS2 is expected to organize and prioritize a demanding and complex workload, monitor progress and adapt to changing needs. This position requires initiative, independent decision-making skills and a positive representation of OSU Extension to all entities. This includes providing excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication. This OS2 provides general support for assisting program faculty and staff within the County with ensuring that educational programming and outreach activities serve broad and diverse populations in an accessible, inclusive, equitable, and socially just manner. This includes complying with Civil Rights and Language/Visual Access regulations, and assisting faculty and staff with providing accommodations when requested. The Division has built the capacity and expectation for employees to use digital communications and technologies in the modern-day workplace. This reflects our demonstrable commitment to using digital communications tools and changing technologies as a primary way to raise Oregonian’s awareness of and engagement with our organization, programs and resources. About the division: The Division of Extension and Engagement (division) is core to Oregon State University’s mission. The Division helps create real solutions and positive impact across Oregon and beyond. The division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our division and its core units and initiatives, please visit:https://engagement.oregonstate.edu/. Oregon State University strives to ensure that all educational programs, services, activities, and materials we offer to the public are identified, developed, delivered, and evaluated in an accessible, inclusive, equitable, and socially just manner. OSU division’s educational programs, services, activities, and materials are available to all people. OSU division prohibits discrimination in all its programs, services, activities, and materials. All employees are responsible for and expected to comply with Civil Rights obligations and actively work to expand access to all eligible populations. Why OSU? Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all. FACTS : •Top 1.4% university in the world •More research funding than all public universities in Oregon combined •1 of 3 land, sea, space and sun grant universities in the U.S. •2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties •7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) that offer education, celebration and belonging for everyone •100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates •35k+ students including more than 2.3k international students and 10k students of color •217k+ alumni worldwide •For more interesting facts about OSU visit:https://oregonstate.edu/about Locations: Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport. Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances. Total Rewards Package: Oregon State University offers acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) with benefits eligible positions that is designed to meet the needs of employees and their families including: •Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents. •Free confidential mental health and emotional support services, and counseling resources. •Retirement savings paid by the university. •A generous paid leave package, including holidays, vacation and sick leave. •Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities. •Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program. •Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life. Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU . Key Responsibilities 50% – General Office Support + Serve as front office support, first-in-line customer service. + Answer phones, screen and direct incoming calls, take messages and distribute information promptly. Respond to inquiries in person, via email and phone. + Greet visitors and staff and give instructions and directions. + Inform visitors and clientele about specific agency information and services. Provide information to clientele when requested. + Provide general office support for the county’s Extension Service programs. Support includes familiarity with appropriate computer software for word processing, document publishing, creating and manipulating spreadsheets, website content updates, email, Facebook and other social media. Photocopy and scan documents, prepare program mailings. + Follow OSU and division brand guidelines, digital publishing standards and digital contact management data integrity practices for programmatic communications, marketing and engagement. + Order office supplies and maintain inventory, ensure maintenance of office equipment as needed. + Receive funds for publications, workshops, program enrollment fees and other program functions. + Provide general office support with assistance with planning and organizing Extension activities, marketing and community outreach. + Open and close the office daily per office hours. + Retrieve and distribute mail. 45% – Program Support + Provide administrative support for the 4-H Youth Development program and backup support for the other county’s Extension Service programs. + Perform responsibilities, where applicable, as it relates to OSU relationship with County 4-H Association: Work with 4-H faculty members and Administrative Office Manager to follow OSU financial policies, standards, rules, procedures, and best practices and the County 4-H Association agreement. + Assist volunteers and clientele as needed on the phone, in person or via email. + Provide support for faculty and volunteers; arrange and confirm meeting locations; send confirmation and reminder emails to presenters. + Assist faculty with scheduling and preparing for volunteer training classes. + Examine program applications, forms and other documents; review for accuracy and completeness; and record receipt of forms in spreadsheet. Maintain accurate, complete and current information. + Create and update spreadsheets for program enrollment, fees and participation. + Post educational resources and information on the Extension website, calendar and social media sites. + Manage 4-H enrollment process for County. Assist families and youth with club placement. These individuals may have varying backgrounds and different communication styles and expectations. + Prepare and distribute 4-H enrollment materials, receive completed forms and monies, approve enrollments via 4-H Online. + Manage volunteer and club enrollments and renewals, ensuring they meet minimum volunteer and club requirements. + Assist in preparation and staffing of the 4-H site at the County Fair, which will require the ability to travel/drive. + In collaboration with 4-H faculty, maintain 4-H fair award donor records including working with donors to ensure awards are sponsored and equitable. + Create and update program announcements, flyers, and brochures to market programs. + Maintain program equipment and supplies inventory. + Receive funds for publications and workshops; provide receipts; and follow office cash handling procedures. + May be required to transport program materials off-site for programming such as workshops and county fair, requiring the ability the travel/drive. + Assist with lead work for students and volunteers as needed. + Perform other program-related support duties as assigned. 5% – Other Duties + Assist Seed Certification clientele to submit online requests. + Perform in-office pressure canner testing for clientele. + Perform other duties as assigned. + Attend training opportunities to build basic knowledge and consistent skills to use digital communications, marketing and engagement technologies relevant to position duties, as requested by Administrative Office Manager. + Assist the Administrative Office Manager with ensuring a safe, welcoming, and respectful environment for all employees, constituents and clients. + Complete the division’s civil rights training session(s), and assist the program faculty with coordinating the completion by volunteers when requested. + Assist the Administrative Office Manager with civil rights obligations such as collecting data and documents for internal reviews, and ensuring program marketing materials include reasonable accommodations information. + May provide lead work for up to six (6) student employees, interns and volunteers as needed for fair and throughout the year. What We Require Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis. What You Will Need + Experience working with a computer operating system such as or similar to Microsoft Windows and computer software such as or similar to Microsoft 365 (i.e., Outlook, Word, and Excel). + General knowledge and ability to use computers, including proficiency with information technology, professional office software and collaborative work platforms. + Ability to learn and adapt to using multiple forms of digital communication systems, including websites, email newsletters, social media, and other tools in a changing technological environment. + Excellent oral and written communication skills. + Ability to engage and communicate successfully and inclusively, both in writing and verbally, with a broad and diverse audience in a culturally responsible manner. + Excellent customer service skills. + Demonstrated ability to provide excellent customer service to a diverse and broad group of internal and external customers with varying backgrounds, needs and identities. + Ability to work independently with minimal supervision. + Ability to make independent decisions and recommendations align with OSU’s policies, standards, rules, and procedures. + Ability to multi-task and prioritize in a team environment. This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030. What We Would Like You to Have + Experience working with and providing leadership to volunteers within a volunteer organization. + Bilingual/Bicultural (English and Spanish), both in writing and verbally. + Evidence of success in working with youth and adults from broad and diverse backgrounds. + Ability to utilize social media and update website contents. + Knowledge of the Extension Service and/or other informal education and community services provided by this county’s Extension Service office. Working Conditions / Work Schedule Access to a vehicle is necessary as duties will require travel/driving to perform office support duties such as handling shipping and postage needs and to transport program materials off-site for programming such as workshops and county fair, etc. Business mileage will be reimbursed based on OSU policies. For information on vehicle use:https://risk.oregonstate.edu/vehicles. Flexibility to perform work in a variety of office and work settings. While most of the work performed for this position will be conducted in an office setting during the regular office hours, evenings and weekends may be required based on programming needs, coordinating with supervisor to adapt work schedule to address community programming needs. Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min Salary $17.59 Max Salary $25.74 Link to Position Description https://jobs.oregonstate.edu/position\_descriptions/158399 Posting Detail Information Posting Number P05102CT Number of Vacancies 2 Anticipated Appointment Begin Date 02/01/2025 Anticipated Appointment End Date Posting Date 12/30/2024 Full Consideration Date Closing Date 01/20/2025 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc.Your profile MUST clearly show how you meet the minimum/required qualifications for the position.Resumes are NOT accepted at the application stage for this position. Equivalent required experience is based on full-time equivalent (40 hours per week). PLEASE NOTE :If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties. Typically, the starting salary is at the lower end of the salary range. Due to funding, OSU will not sponsor immigration work authorization for this position (e.g. H-1B, etc.). For additional information please contact:Kelli Watcherson, Extension Yamhill County Supervisor at kelli.watcherson@oregonstate.edu or Elvira Alvarez, Extension Marion County Supervisor at elvira.alvarez@oregonstate.edu OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community. OSU will conduct a review of the National Sex Offender Public website prior to hire. OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/candidates) section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team atemployee.relations@oregonstate.edu. Supplemental Questions Read More at: https://jobs.oregonstate.edu/postings/163274 OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.