Office Specialist 2

Position Summary This recruitment will fill one full‑time Office Specialist 2 position for the Division of Extension and Engagement’s Extension Josephine County Office at Oregon State University (OSU), located in Grants Pass, Oregon. The OS2 reports to the Community Relations and Program Manager, the designated regional Administrative Office Manager, and the Southern Regional Director. The Office Specialist 2 provides general administrative support, business and financial functions, program support, and digital communication support. The role requires independent organization and prioritization of a demanding workload, exceptional customer service, and culturally appropriate, inclusive communication. Key Responsibilities 30% – Office administrative support Serves as the primary receptionist, providing excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication. Answers the telephone, screens and directs calls, and takes messages; returns voicemail in a timely manner. Assists callers and office visitors by providing accurate information and referring appropriate personnel. Manages sensitive information with confidentiality and discretion. Performs numerous office and organizational support tasks and other assigned support tasks. Coordinates meetings, events, and conferences, including scheduling facilities, arranging food and beverage service, and preparing necessary decorations and materials. Traveling or driving may be required to set up events. Utilizes various software programs to create or update office manuals related to the office, programs or services, including writing, editing, proofing, and completing final drafts. Orders materials, supplies, publications, computers, etc., from cost‑effective vendors. Retrieves and distributes mail; prepares program mailings; handles shipping and postage needs. Traveling or driving may be required. Assists the supervisory team with day‑to‑day facilities and safety issues, indicates need for repairs and improvements, and coordinates with appropriate county representatives. 25% – Business functions Processes specialized records requiring reference to numerous guides, regulations, instructions, manuals, and/or precedents; reviews materials for proper completion and accuracy against manuals and computer‑generated reports. Processes invoices, deposits, journal vouchers, travel reimbursements, expense reports, and conducts other financial transactions. Accepts payments in cash, check, and digitally from the public for payment of publications, conferences, workshops, services, classes, etc., and makes deposits at the OSU designated financial institution. Traveling or driving may be required to make deposits. Utilizes OSU digital systems for administrative and program reports. Utilizes technology to organize and manage digital files, websites, and other digital forms as needed to adapt to a changing technological environment. Serves as the point person on office and program equipment, computer, and technology‑related functions including Zoom, DocuSign, Box, SAP Concur, and any new technology implemented. Ensures efficient and secure operation for office computer printers/copiers and related technology equipment, and serves as liaison with the OSU Service Desk‑IT. Tracks and conducts inventory of minor equipment and the check‑out process for customers and OSU Josephine employees and maintains accurate documentation. 25% – Program support Assists 4‑H and/or other program participants and volunteer leaders with registration, payment, background checks, and provides program information and assistance. Assists 4‑H and/or other program coordinators with scheduling, reporting, and tracking. Provides support for 4‑H fair including judge contracts and payments, travel and hotel arrangements, registration, and other office logistical support. Traveling or driving may be required to assist with 4‑H fair events. Provides clerical program and organizational support for in‑person and remote non‑credit educational programs. Assists programs with distributing promotional flyers, informational letters and memos, schedules of events, event programs, registrations, procedural manuals, and program calendars. Follows OSU and division brand guidelines, digital publishing standards and digital contact management data‑integrity practices for programmatic communications, marketing and engagement. May perform responsibilities relating to OSU relationship with county associations, where applicable. Follow OSU financial policies, standards, rules, procedures, and best practices and the applicable Josephine County association agreement. 15% – Website and social media content maintenance and other digital support Assists in maintaining and updating content on the OSU Extension Josephine County website and social media. Generates marketing materials needed for the OSU Extension Josephine office including development and distribution of newsletters, annual report, flyers, meeting announcements, brochures and other outreach materials either independently or in collaboration with OSU employees. Attends training opportunities to build basic knowledge and consistent skills to use digital communications, marketing and engagement technologies relevant to position duties. Ensures diversity of images, identities and perspectives are represented in photos, artwork, and printed materials. Ensures the accessibility of marketing materials, including language access and formats. Follows OSU and division brand guidelines, digital publishing standards and digital contact management data‑integrity practices for programmatic communications, marketing and engagement. 5% – Other duties Performs other duties as assigned. Assists the supervisory team with the Extension’s civil rights obligations at the Extension Josephine County Office such as collecting data and documents from OSU employees for the internal reviews, and ensuring program marketing materials are accessible and include reasonable accommodations information. Completes all mandatory university training courses as required. Completes the division’s civil rights training session(s); and assists the OSU employees who oversee volunteers with coordinating the completion by the volunteers when requested. Assists the supervisory team with ensuring a safe, welcoming and respectful environment for all Extension and Engagement constituents and clients. What You Will Need Experience with record keeping and bookkeeping. 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. 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 maintain confidentiality and professionalism. Ability to work as a collaborative team member. What We Would Like You to Have Familiarity with Extension programs. Ability to plan, organize, evaluate, set priorities, manage multiple projects, interruptions, activities and deadlines simultaneously. Working Conditions / Work Schedule Typical work hours are Monday – Friday between 8:00 a.m. and 5:00 p.m. Work is primarily conducted in an open office setting with high traffic and frequent interruptions. The position may require flexibility to work evenings and weekends based on programming needs. This position involves extensive periods of sitting, standing at desk, and use of a computer. Access to a vehicle is necessary as duties will require traveling or driving to perform office support duties such as handling shipping and postage needs, setting up events, and delivering bank deposits. Business mileage will be reimbursed based on OSU policies. Ability to lift, carry, push and/or pull items weighing up to 30 pounds on an occasional basis. Benefits Medical, Dental, Vision and Basic Life insurance – OSU pays 95% of premiums for employee and 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 employee or 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, providing peace of mind and support to thrive in all aspects of life. Compliance & Background Checks 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. Equal Opportunity Statement We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status. 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. 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. Accommodation and Accessibility Requests Please reach out to the Search Chair with any requests or questions for accommodation and/or accessibility relating to the interview process. Alternatively, requests may be directed to the Office of Equal Opportunity and Access at View phone number on click.appcast.io. Contact Traci Reed – View email address on click.appcast.io #J-18808-Ljbffr Austin Community College