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| Post Code: D722 |
| Announcement Number: LEFW9104 |
| Classification Number: C0801 |
| Open: 11/9/2009 |
| Close: 11/30/2009 |
| Location: Gold Beach |
| Availability: Full Time |
OFFICE COORDINATOR |
$2,214 - $2,945 MONTHLY
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GENERAL INFORMATION
- This position is with the Oregon Department of Fish and Wildlife in Gold Beach.
- Be sure to mark Gold Beach (08B) 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 coordinating clerical office procedures; 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. Credits must be from an accredited college or university. Online transcripts are acceptable. Transcripts must include coursework and indicate that a degree was conferred, if necessary.
If qualifying duties were not the main focus of the job, provide the percentage of time you spent doing the duties that qualify you for the recruitment as stated above.
Clearly describe your duties. If your description of work in the “Work History” section is too brief and/or insufficient to determine if you meet the qualifications for the job, your application may not be accepted.
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 Coordinator will provide administrative support for permanent and seasonal staff members. S/he will provide current and accurate information about department programs and activities to the public and department personnel. The Office Coordinator will assist the public regarding current hunting and fishing regulations and to sell and exchange commercial and sport tags and licenses. In addition, s/he will coordinate purchasing/payables documents and keep inventory of office supplies. Duties and responsibilities are to:
- Provide information to the public about recreational opportunities and regulations. Respond to public requests over the phone and in person. Study new regulations to maintain familiarity. Answer questions about hunting and fishing regulations and opportunities. Direct the public to the appropriate staff member or other agency to obtain information or help to answer their inquiries. Maintain and keep on hand a supply of informational handouts.
- Assist district staff with purchasing supplies, equipment and services. Type purchasing documents, including purchase orders, transmittals, and contract release orders. Independently process monthly bills for payment including charge accounts, expenditure invoices, etc. Maintain supply of blank purchasing forms. Log expenditures by cost code into a database. Inventory office supplies and order replacement supplies.
- Sort, file and distribute paperwork. Open, sort, date stamp and distribute mail. File documents, set up new files for district office, purge old files in accordance with archive procedures.
- Provide public assistance with minor wildlife damage problems. Provide information on damage abatement over phone and in person. Complete damage and complaint forms. Direct public to appropriate staff for additional assistance. Provide public assistance with license and permit documents. Answer questions on licenses, permits, hunter safety cards and other similar documents. Complete license sales report; balance funds; travel to bank and deposit monies. Maintain supply of license and permit forms.
- Assist district with typing and photocopy support. Type and process letters, tables, memos, reports, plans, applications, etc. Photocopy and fax documents.
WORKING CONDITIONS
- Work is conducted in a small, busy office, involving numerous interruptions and background noise from the public, employees, office equipment and a two-way radio during fire season.
- Public contact in person and by phone, at times with rude or angry individuals.
- Handling dead or injured animals may be necessary.
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.
- 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.
- 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.
- This position requires interaction with the public and department staff 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) and responses to supplemental test questions.
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, skill code sheets, 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: 09018
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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