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Office Operations Specialist

Full Time
  • Full Time
  • Bend, OR
  • $3,061 - $4,443/mo. USD / Year
  • Salary: $3,061 - $4,443/mo.

Website Oregon Department of Environmental Quality

Job Description:

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/E-Cs6M9AAlU

The Oregon Department of Environmental Quality has a full-time opportunity available for an Office Operations Specialist (Office Specialist 2) in Bend, Oregon.

The salary range for this position will be truncated as of April 1, 2024, which will increase the minimum salary for this classification. The new salary range on April 1, 2024, will be $3,277.00 – $4,443.00 monthly.

Please consider joining an innovative team, and work to advance our agency’s mission to protect and improve Oregon’s environmental quality. There are 3 regions (Northwest, Western, and Eastern); this position is in Eastern Region. The Regions provide the following services: compliance inspection of regulated entities; enforcement of permit requirements and administrative rules; issuance of air, water, and solid waste permits; investigation of complaints; issuance of subsurface permits; response to spills or other incidents with environmental impacts; direct contact and liaison with other governmental entities, industries, and the public; and technical assistance to regulated entities and the public.

Click here to view a map of all of the DEQ offices.

What you will do!

You will provide front office operations and receptionist duties for the Bend office, including, but not limited to: answering the phones; providing day-to-day contact with the public via various forms of communication; processing incoming and outgoing mail; coordinating and maintaining the vehicle fleet; ordering general office supplies; and ensuring smooth operations of the front office. In addition, you will provide administrative and program support to the Air, Water, and Land Quality programs, including answering questions and triaging phone calls and entering and tracking information using spreadsheets and databases.

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 that included keyboarding, word processing, and generating documents, OR an Associate’s degree. An equivalent combination of education and experience is accepted.

Candidates who are most competitive will also reflect the following:

  • Demonstrated understanding of the historical impacts for marginalized and underrepresented communities; ability to take personal responsibility for increasing their knowledge of environmental justice and diversity, equity, inclusion, and belonging.
  • 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 in-person, via e-mail, and via phone.
  • Familiarity with Microsoft 365 and Office products: Word, Excel, Outlook, OneNote, Teams, and Access.
  • Familiarity with business connectivity software such as Microsoft Teams, Zoom or other similar software.
  • Experience with databases, including entering data, running reports, and maintaining data integrity. Comfortable learning new software that is DEQ-specific.
  • Experience using standard office equipment such as desktop and laptop computers, printers, copiers, scanners, postage machines, video equipment, etc.
  • Experience researching, analyzing, and interpreting data, laws, policies, and procedures, and providing guidance on them to the general public.
  • 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 records management; experience maintaining electronic and hard-copy files; experience using software for records management.
  • Excellent verbal and written communication skills, as well as interpersonal skills.
  • Experience with multi-line phones.

Working Conditions:

DEQ believes in a diverse and inclusive work environment. All employees are expected to contribute to a work environment that collectively values and benefits from respecting its diversity and promotes a culture of inclusiveness.

This position will be based out of DEQ’s office in Bend, Oregon and will require full-time in office work. The work is performed in-person, in a fast-paced, professional, multiple program office setting with multiple demands on time.  Must be able to prioritize workload with oversight from manager to meet changing priorities, often with complicated assignments and tight deadlines.  Ability to work on multiple tasks simultaneously is required.

There will be occasional travel on official State business for meetings, conferences, or to assist with public hearings that may include overnight stays. Meetings and public hearings are often held in the evenings requiring occasional irregular work hours. Some overtime is necessary. Should you choose to drive a motor vehicle you must have a valid driver license. If not, you must have an alternate method of transportation. This position involves interaction with other staff and the public, which may include interaction with hostile or upset individuals, requiring the person in this position to utilize de-escalation skills and communicate effectively in stressful situations.

The job involves occasional lifting of objects which weigh up to 25 pounds such as file boxes and packages.

How to Apply:

(complete the application in full)

  • External Applicants Click on the “Apply” button and submit your application. Click this link for the External Candidate job aid, and view this video for additional information.
  • Internal Applicants (current State of Oregon employees): Apply through your employee Workday account.  View this knowledge article for assistance.

Helpful Tips:

  • Allow yourself plenty of time to complete and submit the application.
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  • This posting closes at 11:59 PM on the close date listed.
  • Please save a copy of the job announcement for your reference, as it may not be available for you to view after the job posting closes.
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  • Click here for Resources and a Job Support Page.

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.

Veterans Information:

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.

Pay Equity:

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.

Work Authorization:

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.

Questions/Need Help?

If you have questions about the recruitment or need assistance to participate in the application process, please contact Grecia Lora Motz, Human Resources Analyst, at grecia.loramotz@deq.oregon.gov or (503) 863-0621. TTY users: please use the Oregon Telecommunications Relay Service at 1-800-735-2900.

To apply for this job please visit oregon.wd5.myworkdayjobs.com.

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