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| Post Code: D722 |
| Announcement Number: LEFW9097 |
| Classification Number: C0104 |
| Open: 10/21/2009 |
| Close: 11/12/2009 |
| Location: Corvallis |
| Availability: Full Time |
OFFICE SPECIALIST 2 |
$2,214 - $2,945 MONTHLY
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GENERAL INFORMATION
- This position is with the Oregon Department of Fish and Wildlife located in Corvallis.
- Be sure to mark 02A (Corvallis) in the Geographic Availability Section of the PD100 application form.
- The employee in this position will be represented by the Service Employees International Union (SEIU) and will be subject to all provisions of the collective bargaining agreement.
- This recruitment will be used to establish a list of qualified people.
- The list will be used to fill this vacancy only.
- If called for an interview, applicants will be asked to sign a reference authorization and release form at the time of interview.
TO QUALIFY
Your PD100 application form will be reviewed to verify that you meet the qualifications stated in this section. To receive credit, your application form must clearly show that you have:
- Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR
- A Certificate in Office Occupations or Office Technology and one year of general clerical experience; OR
- An Associate’s degree in Office Occupations or Office Technology.
College courses in Office Occupations or Office Technology may substitute for the required experience on a year-for-year basis.
Note: All applicants must submit a photocopy of all transcripts required to qualify with their application to receive credit for college degrees or coursework. Transcripts must include coursework and indicate that a degree was conferred, if applicable. Credits must be from an accredited college or university. Online transcripts are acceptable.
If you qualify, see TEST section of this announcement.
If a small number of applications are received, all those qualified will receive a Qualified (QLF) score and the test will not be graded.
DUTIES AND RESPONSIBILITIES
The Office Specialist will provide customer service, clerical support and general office support for the Wildlife Health and Watershed office. Major duties and responsibilities are to:
- Provide veterinary and population lab programs and staff support. Track and organize health lab and population lab documents in written and electronic form. Set up travel arrangements, ship packages, send and receive faxes, and answer phone calls. Handle facilitation of timesheets, vehicle logs, travel requests and expense claims from laboratory personnel. Assist with administering hiring and paperwork instructions to new hire temporary and seasonal employees. Perform billing and procurement duties involving the lab budget. Track other budgets associated with the health and population lab. Assist with the development of contractual agreements. Order supplies and assist with stocking and restocking in the labs. Spot check editing of grants, publications and reports produced by the lab staff. Handle billing and tracking of the Oregon State University (OSU) diagnostic lab invoices including report delivery to the submitting biologist. Assist with vehicle maintenance logs and schedule vehicle service when needed. Answer the 1-800 number dead bird/animal hotline phone as needed; screen calls and refer to veterinarian if necessary. Answer Cervid Ranch animal mortality calls and report cause of death to veterinary staff. Maintain and update disease surveillance data entry in the Cervid Ranch database. Conduct data entry in the current and historic necropsy and diagnostic databases. Assist in maintaining controlled substance database. Organize sample delivery results from the health and population lab. Track inventory in the freezers and coolers. Occasionally deliver samples from the health lab to the OSU veterinary diagnostic lab. Manage volunteers in their collection of live animal, dead bird, traps and equipment and animal carcass pickup. Assist with coordinating biological check stations and wildlife capture events. Occasionally travel and assist at wildlife health program activities in the field.
- Serve as primary front office staff person, as needed. Answer multi-line phones, refer callers to appropriate staff or answer questions regarding various fish and wildlife programs and activities. Respond to the public in person at the counter and provide information or refer to appropriate staff. Receive and process requests for information. Assist other staff and represent programs as front line contact for the district office. Collect information and complete preliminary paperwork.
- Sell hunting and fishing licenses, tags and permits to public as approved by the commission and in the manner prescribed in training. Complete appropriate forms and collect appropriate fee. Operate the department point-of-sale (POS) licensing machine and cash register. Handle license revenue as specified in the cash handling policy. Assist public with licensing questions and problems. Assist wildlife staff by completing appropriate forms and paperwork for letter of permission (LOP) applications, tag exchanges and splits. Work with biologist or other appropriate staff to complete approvals and issue tags.
- Receive incoming mail, open, date stamp and distribute to addressed or appropriate staff. Distribute incoming faxes as appropriate and send faxes. Post news releases, memos, etc.
- Complete wildlife sighting, damage complaint and permit forms using information provided by the public. Enter damage reports into the district and division databases and verify for accuracy. Assist the public with animal damage complaints or refer to appropriate staff. Convey emergency procedures for injured animals to the public. Document public sightings of predatory animals or diseased animals. Assist wildlife staff by scheduling mandatory and voluntary wildlife/game check-ins, collecting hunter information and completing preliminary paperwork.
- Participate in training and career development. Assist with other department programs and activities.
WORKING CONDITIONS
- Public contact in person and by phone with sometimes upset, angry or confused individuals.
- Work is conducted primarily in an office setting with occasional work outdoors.
NOTE: You must have a valid driver license and an acceptable driving record.
The Oregon Department of Fish and Wildlife will check driving records for in-state finalists. Out-of-state finalists will be required to present a current driving record for review.
NOTE: Within three-days of hire, applicants will be required to complete the U.S. Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODFW is not able to support VISA sponsorships.
BENEFITS
- Attractive cafeteria-style benefits package including:
- A variety of medical and dental plans covering employees, dependents and domestic partners from which to choose.
- Employer paid $5,000 basic life insurance; additional coverage available.
- Optional long- and short-term disability plans and Accidental death and dismemberment plans.
- Optional long-term care insurance.
- Option to enroll in the flexible spending account for dependent day care.
- Option to enroll in the health care flexible spending account.
- Retirement benefits:
- Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
- Option to participate in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.
- Paid Leaves:
- Vacation Leave earned at the rate of 8 hours per month with accrual rate increases at 5-year increments.
- 24 hours of personal leave earned each fiscal year.
- Sick leave earned at the rate of 8 hours per month with no maximum accumulation.
- Nine paid holidays a year.
- Access to the Employee Assistance Program (EAP) that offers confidential counseling for you and/or your dependents.
THIS IS THE TEST
YOU MUST ANSWER THE FOLLOWING QUESTIONS:
Use separate sheet(s) of paper. Write down any work experience (paid or unpaid) and training which is related to each question. Be sure that the jobs where you gained the experience you describe in your answers are listed in the Work History Section on your application form. Your grade will be based on your answers.
If there are several parts to a question, answer each part separately. Number your answers to agree with the question. Attach the answer sheet(s) to your application. Your application will not be processed if it is incomplete.
1. The employee in this position will be using a computer terminal and various software programs to process transactions or generate correspondence. Describe your training and/or experience using computers. Include the types of software programs you have used and the type of information you have entered, generated, and/or retrieved.
2. This position requires the ability to prioritize and complete multiple/conflicting assignments under strict deadlines. Please describe your experience prioritizing and completing tasks on time including details about the types of assignments you were given, your level of responsibility, and how you ensured deadlines were met.
3. This position requires interpersonal skills to handle interactions which may involve confrontational situations. The employee in this position must diffuse the situation, determine the nature of the problem, and proceed in an appropriate manner to resolve it. Describe your experience (citing examples) of how you have handled such situations. Be sure to include the subject matter involved and with whom you interacted.
HOW TO APPLY
You must complete a State of Oregon application form (PD100). Obtain applications (and any required supplements) from a local Oregon Employment Division office, most state agency personnel offices or via Internet at: www.oregonjobs.org. If you have a disability, and need an alternative format in order to complete the application form (PD100), you may call the Fish and Wildlife Human Resources office at (503) 947-6051 between the hours of 8 a.m. and 5 p.m., about the alternative format needed.
Mail or deliver your completed application materials for this announcement to: Oregon Department of Fish and Wildlife, Human Resources Division, 3406 Cherry Avenue NE, Salem, OR 97303. If necessary, you may FAX to (503) 947-6050. However, if you wait until the close date to fax, your fax may not make it through by 5:00 p.m. due to the large volume of materials being faxed on the close date. Your application materials must be received in our office by 5:00 p.m. on the close date. The Oregon Department of Fish and Wildlife cannot be responsible for material that is illegible or incomplete as a result of transmitting by FAX or which may be lost or delayed through the mail. Due to the volume of applications received, we are unable to verify receipt of application materials.
PLEASE NOTE: Complete all parts of the application including any test answers, supplements, etc., required by this job announcement.
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 once the announcement has closed. 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.
Exam Number: 09016
KEEP a copy of your application for job interviews. COPIES ARE NOT PROVIDED.
PAY on all announcements may change without notice.
REASONABLE ACCOMMODATIONS FOR INTERVIEWS WILL BE PROVIDED UPON REQUEST TO INDIVIDUALS WITH DISABILITIES.
CURRENT OREGON DEPARTMENT OF FISH AND WILDLIFE JOB OPENINGS are available by accessing the department’s web page at: www.dfw.state.or.us.
current STATE OF OREGON job openings are available via Internet at: www.oregonjobs.org, Oregon Employment Department offices, and most state agency personnel offices.
***AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER***
PRIOR TO SUBMITTING YOUR APPLICATION
Have You:
- Reviewed the “To Qualify” section on this announcement to verify that you meet the minimum qualifications for this position?
- Indicated the correct title, class and announcement numbers from this announcement on your application?
- Included your Oregon Employee ID number or Applicant ID number (not SSN) on the front page of your application?
- Indicated the geographical locations you are willing to work on your application?
- Clearly stated your qualifying experience on your application?
- Completed all boxes for each job listed on your application (e.g. from/to (month-year), average hours worked)?
- Indicated the percentage of time actually spent on qualifying experience if it is not the main experience, but only part of the duty(ies) you performed in a job you are listing?
- Attached a separate sheet(s) using the same format on the application form with additional information, if necessary?
- Signed and dated your application?
- Attached a copy of your transcripts, if required?
- Attached responses to test questions, if required?
- Attached any required supplements?
- Made sure there is enough time for your application to arrive by the close date?
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