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State of Oregon Jobs Page
Post Code:  D722
Announcement Number:   LEEM0839
Classification Number:   C0801
Open:   11/2/2009
Close:   11/16/2009
Location:  Hillsboro
Availability:  Full Time

OFFICE COORDINATOR
$2,214 - $2,945 MONTHLY


The Oregon Employment Department is currently recruiting for a permanent full-time Office Coordinator position, located in Hillsboro. This position is expected to end on or before June 30, 2011 and is represented by the Service Employee International Union (SEIU).  This recruitment may be used to fill future vacancies.
 
The Oregon Employment Department is at the very heartbeat of Oregon. We monitor the pulse of the economy; bring workers and employers together; stabilize communities during periods of economic downturns; and ensure that child care is safe, high quality, and affordable. Join our professional team and help businesses succeed, workers find quality careers, and bring individuals economic stability during times of unemployment. Our values include: service, collaboration, diversity, honesty & openness, accountability and trust, and growth.
 
Our mission is to Support Business and Promote Employment. The Department administers complex programs governed by both state and federal laws encompassing more than 400,000 unemployment claims; 107,000 employers; over 400,000 employment service applicants; as well as clients of partner agencies.  The Department has a biennial budget of $1.8 billion and is staffed by approximately 1,200 employees in field offices located throughout the State and the Central Office in Salem.
 
TO QUALIFY
 
Your PD 100 application form will be reviewed to verify that you meet the minimum qualification as stated in this section.  To receive credit your application must clearly show that you have:
  • 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.
 
This position requires successfully passing a criminal record(s) check. The circumstances of any criminal activity will be reviewed to determine whether an applicant is accepted for employment.
 
During the current biennium ending June 30, 2011, Employment Department employees are required to take mandatory unpaid time off (furlough days). A furlough is a temporary excused unpaid absence from work. Upon your arrival, your manager will be meeting with you to determine the number of hours or days required to be furloughed. 
 
POSITION PURPOSE
 
The purpose of the Office Coordinator position is to provide administrative support to the office manager, supervisors, and field office staff by: typing; sorting and distributing all incoming mail; processing outgoing mail; processing office billings for goods or services; maintaining personnel files, manuals and bulletins; maintaining office equipment; ordering and stocking supplies; and greeting the public in person and by telephone.
 
MAJOR DUTIES
  • Utilize computerized word processing equipment, format and type correspondence, reports, memos, performance appraisals, position descriptions and other confidential material from rough drafts or general instructions from management staff.  Complete all necessary personnel forms for local office (i.e. new hires, resignations, unit transfers, etc.).  Provide management with a “new employee packet” containing all necessary forms to be completed and general office information for new hires. 
  • Maintain established office records and various manuals and bulletins.  Maintains office personnel files.  Maintain office files of memos, letters, reports, billings, etc.  Purges files quarterly/yearly in compliance with Agency retention schedules.  Act as office Recycling Coordinator.  Checks for accuracy and submits office billings for payment to Central Office.  Completes office yearly Equipment Inventory. 
  • Utilize computerized equipment, telephone, fax, mail, internet, or in-person, orders office supplies and equipment on an “as needed” basis.  The ordering process could be in the form of ordering forms from Central Office, ordering office supplies from Office Max, or completing a purchase order issued either locally or from CO for goods and/or services.  Maintain office supply rooms in an orderly manner.  Acts as office contact for vendor inquires. 
  • On a daily basis, sorts, date stamps, and distributes incoming mail, both from the Post Office and Central Office.  Make copies of memos, reports, and other material as needed and distributes to appropriate office staff.  Use office Mail Metering Equipment, runs nightly mail affixing postage to all out-going mail, and delivers mail to the Post Office.  Via the telephone acquire additional postage money as needed.  Maintains accounting records and completes monthly Postage Usage Report for Central Office. 
  • Greet the public by telephone and in person, screening requests and referring customers to appropriate staff or agencies for needed services.  Answers technical questions regarding iMatchSkills and various software programs on Career Center PC’s.
 
WORKING CONDITIONS
 

Busy office environment.  Position requires initiative, independence and organizational skills.  Must have a thorough knowledge of computer equipment and word processing software.  Must be able to work on many tasks and able to cope with constant interruptions.
 
TO APPLY SUBMIT THE FOLLOWING
 
STATE OF OREGON APPLICATION FORM PD100 OR (obtained at your local Oregon Employment Department Office OR from most state agency personnel offices).  If you have a disability and need assistance completing the PD 100, you may call the Exam Unit at (503) 378-2130 or TTY (503) 378-4672 for the hearing impaired to leave a message about the alternative format needed from most state agency personnel offices. 
Your PD 100 application form will be reviewed to verify that you clearly meet the qualifications as listed above.  IN ADDITION TO THE PD100, please submit the following:
 
A SKILL CODE SHEET (located at the end of this announcement)
 
COVER LETTER, not more than two (2) pages in length that addresses the following desired attributes:
 
DESIRED ATTRIBUTES
  • Experience using Microsoft Office Suite Software
  • Experience operating and troubleshooting office equipment (i.e. fax, scanner, personal computer, etc.).
  • Ability to communicate professionally
 
If you are an eligible veteran and you meet the minimum qualifications, veterans’ preference points will be added to your score. To receive veterans’ preference points you MUST submit the following required documentation: 
  • a copy of the DD214/215 for the five (5) point preference; OR
  • a copy of the DD214/215; AND a public employment letter from the United States Department of Veterans’ Affair for the ten (10) point preference.
 
For more information on veterans’ preference points click here, or visit www.oregonjobs.org, and select veterans’ preference.
SEND completed application to:
Oregon Employment Department
Office of Human Resources
875 Union Street NE, Room 102
Salem, OR 97311
 
You may FAX, if necessary to (503) 947-1318 or you may e mail your application to Employment.Application@state.or.us  IF SUBMITTING THIS APPLICATION ELECTRONICALLY, PLEASE PUT “LEEM0839-Electronic application submission” IN THE SUBJECT LINE. To ensure timely delivery of your e-mail, please submit prior to the close date.
 
ALL applications and supporting materials MUST be received by 5:00pm of the close date listed on the announcement.
 
**DUE TO THE HIGH VOLUME OF APPLICATIONS WE ARE UNABLE TO VERIFY THE RECEIPT OF APPLICATIONS.
 
NOTICE of results will be sent by mail.  Although agencies are not required to delay their selection process, you may request a review of the results.  Your request must be received within 10 days from the date of the notice.  Additional information cannot be accepted, however, if the recruitment is still open, you may submit a new application, which must be received in our office by the close date. SUBMIT only the required materials.  Reference letters or work samples should be kept for interviews.
 
THE PAY ON ALL ANNOUNCEMENTS MAY CHANGE WITHOUT NOTICE
 
The Oregon Employment Department is an Equal Opportunity, Affirmative Action Employer Committed to Workforce Diversity
 
 
 
SUPPORT SERVICES SKILL CODE SHEET
 
The Support Services Skill Code Sheet lists a range of office support skills. Read the description of each skill to determine those in which you have experience and/or training.  Circle those skills in which you have experience and/or training.  The skills you mark will provide additional assistance to state agencies in determining whether you meet specific position requirements.   SUBMIT THE SKILL CODE SHEET with your PD100 application form
 
TYPING/KEYBOARDING
 
Net typing/keyboarding speed:
 

LTP                
 0-39 wpm
QTP                
 40-54 wpm
PTP                
 55 and above
 
Note: If you check higher skills (above), you will also be available for jobs with lower level skill(s).
 
PRO                
 Willing to work in a production environment (willing to sit and key 6-8 hrs/day).
 
COR               
 Experience typing/keyboarding documents:  correspondence, reports, manuscripts, meeting minutes, etc.
 
DATA ENTRY
 
D/E     
 Completion of training in Data Entry or experience in the input, update, correction, and retrieval of alpha/numeric data.
 
MICROFILMING
 
MFL                .
 Experience using microfilm equipment to film and retrieve documents
 
IMG                
 Experience using scanning or imaging equipment to electronically archive paper documents.
 
MULTI-LINE PHONE
 
Work experience using:
 
 MLS               
 1 - 3 lines
 MLT              
 4 - 9 lines
 MLM             
 10 or more lines
 
RECORDS MAINTENANCE
 
Training or work experience with the following filing systems:
 
ALM               
 Alphabetic
NUM              
 Numeric
MDM              
 Medical
LIM                
 Library
CRM               
 Cross-Referenced
RPT                
 Experience establishing a filing system.
 
COMPUTERS/SOFTWARE
 
Training or work experience in the following:
 
W/P                
 Any Word Processing Software Program
ODB               
 Any Database Software Program
OSS                
 Any Spreadsheet Software Program
OTG                
 Any Graphics/Publishing Software Program
WIT                
 Windows
 
Training or experience in the following:
 
MCT               
 Apple/Macintosh
DOT               
 WordPerfect
WOT               
 Microsoft Word
MPT               
 AmiPro
WSR               
 WordStar
WGT               
 Wang
 
PUBLIC CONTACT
 
Training or work experience - either by telephone or in person - in the following:
 
PIP       
 Answering routine inquiries for information about programs or services provided by your employer.                    
 
PEP                  
 Explaining rules, regulations, policies and procedures.           
 
PDP      
 Communicating and/or explaining decisions regarding the approval or denial of benefits or services.                       
 
PCP      
 Explaining or referring to other state, federal, or county programs and/or community resources.                              
 
OIP       
 Obtaining information from a client or customer to determine the nature of a problem or complaint, to determine what services are needed, or to gather information.                    
 
OFP                  
 Obtaining information/quotes from vendors regarding purchases.    
 
OEP                
 Interviewing applicants for employment purposes.                  
 
CHP                  
 Receiving complaints and routing to someone else for resolution.  
 
CCP                  
 Resolving complaints expressed by clients or customers.           
 
CAP                  
 Contact with angry, upset, distressed or hostile clients or customers.         
 
 
 
 
Page updated: November 02, 2009

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