Office Specialist 2

Office Specialist 2

This recruitment will be used to fill one full-time Office Specialist 2 position for the Oregon State University Division of Extension and Engagement's Extension Yamhill County Office in McMinnville, Oregon. This Office Specialist 2 (OS2) is a team member of the Oregon State University Division of Extension and Engagement's (division) Extension Service in Yamhill County, Oregon. As a team member, this OS2 provides administrative and digital communication support for the OSU Extension Yamhill County office as assigned. The Office Specialist 2 must know all facets of the OSU Extension Yamhill County Office and is expected to independently organize and prioritize a demanding and complex workload, monitor progress, and adapt to changing needs. This support includes providing excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication. This OS2 is the primary point-of-contact for serving the public and responding to various inquiries whether in person, via phone or email. This OS2 serves as the primary clerical support staff for the Master Gardener program, in addition to providing back-up clerical support for all faculty in Yamhill County as needed and/or directed by the Administrative Office Manager through a variety of general office and record keeping functions. This individual assists the OSU employees in Extension Yamhill County with ensuring that educational programming and outreach activities serve broad and diverse populations in an accessible and inclusive manner. This includes assisting the Administrative Office Manager with the civil rights and language/visual access obligations.

Why OSU? 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.

Key Responsibilities - 60% Front office/customer support First in-line customer service. Provides excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication in person, via email and phone. Back up Administrative Office Manager (AOM) opening and closing the office, ensuring all security measures are correct Accepts payments in cash, check, and digitally from public for payment of publications, conferences, workshops, services, classes, etc.; and records and maintains a record of these transactions. Assists AOM with tracking and ordering supplies for the office. Assists AOM with invoice payments/entry as needed using OSU systems. Provides customers with correct referrals to faculty and or partners as needed. Receives and distributes mail. Follows OSU financial policies, standards, rules, procedures, and best practices. Utilizes technology to organize and manage digital files, websites, and other digital forms as needed to adapt to a changing technological environment. Works with AOM to ensure efficient and secure operation for office computer printers/copiers and related equipment and serves as liaison with the OSU's Service Desk-IT as needed in AOM absence. Tracks and conducts inventory of minor equipment and the check-out process by volunteer groups, customers and OSU Extension Yamhill employees and maintains accuracy of documentation. Assists the OSU Extension Yamhill County office team with ensuring a safe, welcoming, and respectful environment for all employees, participants and visitors. Completes all university mandatory training sessions as required, including the division's civil rights training session(s). Performs other duties as assigned. 40% Master Gardener program support Provides administrative support for the Community Horticulture (Master Gardener) program. Assists volunteers and clientele as needed on the phone, in person or through mail/email correspondence. Responds to inquiries or requests for information regarding Master Gardner program. Assists with explaining and clarifying the OSU Master Gardener rules and procedures as they relate to individuals, volunteers, and perspective volunteers. Updates master gardener content on the website pages, working with OSU digital systems to upload videos. Copies instructional materials, updates membership lists, inputs and organizes program data. Collects information to compile reports for faculty for evaluating, planning, awarding, and membership. Orders program materials and supplies per faculty request, researching options when necessary. Assists with general clerical support related to OSU relationship with the County Master Gardner Association, when applicable. Updates the Master Gardener program database and spreadsheets. Provides general administrative support to the master gardener faculty: Planning and coordination of activities and events Arranging for dates, speakers/presentations, facilities, publications/advertising, preparing materials, and registration procedures Preparing and distributing enrollment materials, receiving completed forms and monies, and processing enrollments via the online systems Coordinating program process and document flow Provides general administrative support to the master gardener faculty with volunteers: Maintaining volunteer file: volunteer records and applications Maintaining report for faculty to monitor volunteer criminal history checks and training requirements Reviewing documents for accuracy and completeness against master gardener rules and procedures, and keeping updated documentation on file Recording volunteer hours through OSU designated volunteer reporting system Scheduling volunteers to work on the plant clinic desk, following scheduling process developed and overseen by the master gardener faculty Assists with other Master Gardener program support duties, as assigned.

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 - Excellent customer service skills. Exceptional ability to handle multiple detail-oriented tasks. Experience with record keeping. A commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming. General knowledge and ability to use computers, including proficiency with information technology, professional office software, and collaborative work platforms. Experience using spreadsheets for tracking/keeping records. 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. Ability to work effectively and accurately with minimal supervision. Ability to engage and communicate successfully and inclusively, both in writing and verbally, with a broad and diverse audience in a culturally responsible manner. Ability to plan, organize, evaluate, set priorities, manage multiple projects, interruptions, activities and deadlines simultaneously. Ability to maintain confidentiality and professionalism. Ability to serve as front office resource person by responding to inquiries or requests; explaining and clarifying rules, processes, and procedures; and providing specialized information about services available. 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.

What We Would Like You to Have - Experience working with/supporting volunteers. Prior participation in/familiarity with Extension or other volunteer programs. Experience using graphic design tools such as Canva.

Working Conditions / Work Schedule - Typical work schedule: 40 hours per week; 8:00 – 4:30 pm with a half-hour lunch break, Monday through Friday. This position will occasionally attend meetings or events outside the office and may occasionally work a flexible schedule to include evenings or weekends during special events, such as Master Gardener graduation and County Fair.

Pay Method - Hourly

Pay Period - 16th - 15th of the following month

Pay Date - Last working day of the month

Min Salary - $19.36

Max Salary - $28.75

Link to Position Description -

Posting Detail Information

Posting Number - P05675CT

Number of Vacancies - 1

Anticipated Appointment Begin Date - 08/24/2026

Anticipated Appointment End Date

Posting Date - 06/04/2026

Full Consideration Date - 06/18/2026

Closing Date - 07/02/2026

Indicate how you intend to recruit for this search - Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants - To ensure full consideration, applications must be received by June 18, 2026. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice 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