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| Post Code: D722 |
| Announcement Number: LEPR0763 |
| Classification Number: C0801 |
| Open: 03/6/2008 |
| Close: 03/27/2008 |
| Location: Portland |
| Availability: Full Time |
OFFICE COORDINATOR |
(Office Coordinator)
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$2,043 - $2,854 MONTHLY
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GENERAL INFORMATION
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:
http://egov.oregon.gov/OPRD/index.shtml
There is one (1) permanent, full-time position with Oregon Parks and Recreation Department, located at Tryon Creek in Portland, Oregon.
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This position is represented by the Serivice 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:
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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 and will be pro-rated for part-time employment.
- A generous contribution toward individual and family health and dental insurance. Premiums will be pro-rated for part time employment. 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.
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
Administrative / Operations Support
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Works closely with Park Managers in a confidential capacity when handling/processing personnel related documents such as performance evaluations, disciplinary actions, and other confidential documents.
- Processes paperwork for new and terminating employees, including insurance and Personnel Actions, to comply with established procedures.
- Maintains training records for park staff by filing hard copy employee training reports, as well as verifying input in Provelle computerized tracking system.
- Assists park managers with hiring seasonal and permanent staff by setting up interviews and processing paperwork.
- Acts as management unit point person to respond to employee questions on personnel actions, payroll, insurance, benefits, contract articles, etc. Uses discretion on which questions need to be referred elsewhere (PEBB, Payroll, employee’s insurer, etc.). Keeps in frequent contact with Region and Salem staff to stay abreast of current laws, rules and policies that impact management unit employees.
- Processes park management unit payroll time sheets, including data entry of payroll information in OSPS system to comply with established procedures.
- Inputs information and contacts payroll staff to arrange for Executive Time Checks and/or Field Time Checks.
- Tracks trial service and communicates changes to staff and payroll administrator in Salem office to ensure compliance with State and Agency policies and guidelines.
- Maintains employee leave time records, researches and resolves paycheck or leave time discrepancies.
- Transfers leave to and from clearing account for seasonal and terminated employees.
- Prepares fiscal and administrative information for management review and presents that information in various computerized formats. Monitors monthly and quarterly expenditures against budget, using monthly FMS printouts.
- Assists Park Managers in preparing contracts, bidding and purchasing.
- Prepares all vendor invoices for payment. This may include coding for payment, reconciling to statement, verifying clearance of document in FMS system, and sending to park headquarters for archiving. Maintains a record keeping system for these documents, which may include a vendor payment log, as well as copies of paid invoices.
- Researches and reconciles vendor payment discrepancies using FMS system and vendor files to ensure timeliness and accuracy of payments.
- Pays invoices using FMS accounting system. Reconciles projects.
- Accesses on-line Price Agreement System for information and contract prices (ORPIN).
- Point of contact for Cooperative Association administrative staff. This may include coordinating building schedules, providing information and guidance on building operations, processing payments for usage of office equipment, responding to complaints or concerns regarding office equipment.
- Schedules reservations and building use for OPRD, Cooperative Association, and visitor reservations
- Maintains and organizes health and safety files including employee safety training, OSHA 300 logs, safety meeting minutes.
- Provides administrative support for workers compensation and visitor incident claims
- Assists in the maintenance of HUB assets, preventative maintenance tasks, projects, procurements, and other related files.
- Maintain and operate offices at two locations in the Management Unit
- Provide information and support to District Manager may include writing reports, researching financial or personnel issues, or other special projects.
Visitor Service and Communications
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Serves as telephone administrator for park phone systems. Programs greetings, mailbox options, and serves as a resource for system needs, problems and maintenance.
- Greets and directs visitors and provides information regarding standard OPRD park operations, permits procedures, rules and regulations and local attractions, all in a helpful and courteous manner.
- Supports Park Volunteers through training, providing information, serving as an informational resource, back up during peak visitation.
- Distributes brochures, maps, forms, and various other materials.
- Takes information on referrals or complaints received by telephone or in person; notifies manager about problems in the field based on referral or complaints and may route to staff for action in manager's absence.
- Provides information about facility reservation, special uses, miscellaneous use permits, rates, fees, and other general information. Processes special use permits as directed by supervisor.
General Office Support
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Processes all incoming and outgoing mail for the park management unit office;
- Maintains office-filing system, files documents, purges files in compliance with retention schedule.
- Maintains inventory of office equipment, information technology, office furniture, and office supplies
- Orders supplies for office equipment and administrative operations for two locations in the management, and well as Cooperative Association.
- Types letters, memos and correspondence requiring a general knowledge of OPRD's programs and operations and determines proper formats, for the Park Manager and other park employees.
- Attends crew and safety meetings, takes notes, and transcribes minutes.
- Creates new forms and form letters as necessary.
Personnel and Financial Record keeping
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Keeps confidential management and personnel files up to date.
- Maintains INS (I-9) forms and monitor for compliance with Immigration Standards.
- Maintains records of seasonal availability, seniority, and tracks actual time worked.
- Prepares and processes, by data entry, all vendor payment documents and maintains a record keeping system for these documents.
- Provides data entry and related information regarding the operational portion of the park management unit budget.
- Reconciles receipts with revenues; resolves discrepancies; prepares and processes revenue reports by data entry.
- Keeps records of discrepancies (teller logs).
Miscellaneous
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Takes initiative to stay informed on OPRD issues.
- Furnishes information to park management required for official replies to correspondence; frequently prepares responses and various reports for approval.
- Compiles and prepares reports for information to the park management unit staff.
- Attends meetings as directed by Park Manager and as needed to serve as support to management unit staff.
- Processes mail including transporting mail for OPRD and Cooperative Association to Post Office, or shipping facility;
- Arranges travel and overnight accommodations for park staff as requested.
- Performs minor janitorial upkeep of park office and visitor center on daily interval.
- Keeps current on the latest agency computer software by attending agency training and classes offered by outside vendors.
- Attends other training as needed, in such areas as customer service, office efficiencies, and effective communication and other related classes.
- Responds to first aid and emergency service needs of park visitors and prepares reports.
- Other duties and necessary and defined.
QUALIFICATIONS
Two years of general clerical experience. One year of which included coordinating clerical office procedures; OR an Associate's degree in Office Occupations or Office Technology.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
If you qualify, see “How to Apply” section of this announcement.
DESIRED COMPETENCIES
The ideal candidate will have a commitment to sustainability and a performance record demonstrating the following desired competencies:
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Ability to assist individuals who may be hostile or upset;
- Skill organizing and coordinating workload;
- Ability to manage competing priorities;
- Working knowledge of broad range of computer programs, such as Word, Excel, Access, etc
- Effective management of issues that require a high level of confidentiality.
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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