Office Specialist II

Posting Details

Position Information

Position Title

Office Specialist II

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Posting Details

Position Information

Position Title

Office Specialist II

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Full or Part Time

Full Time

FTE

1.0

Position Type

Regular

Posting Number

20110606C&A

Position Summary Information

| Job Description Summary |
The Operations Specialist 2 position serves in both the Facilities & Planning Department (0.5FTE) and the Intercollegiate Athletics Department (0.5FTE) at Eastern Oregon University.

This is a great fulltime position career opportunity for an individual with a experience in financial transaction administration and organizational skills who likes variety in work assignments and environments.

Facilities & Planning (0.50 FTE): The Facilities & Planning Department provides EOU and its associated programs and community with the services necessary to maintain, repair, and improve the Eastern Oregon University campus, facilities, and physical assets in a safe, long-lived, aesthetically pleasing, and cost-efficient condition.

The Office Specialist 2 directly supports and works in the Finance & Operations unit of the F&P Department and reports to the Facilities & Planning Department Business & Finance Manager. Work is focused on financial transactions, entering invoices and expense transfers; reclassing purchasing card transactions, generating multiple operations reports in Banner/FAST system; filing, data entry, completing financial transactions; and collecting and compiling information. The incumbent will be assisting with preparing reports on a monthly, quarterly, semi-annually, and annual basis. The incumbent also provides backup administrative support for the rest of the Finance and Operations unit including assisting in delivery and logistics as needed by the F&P Finance Manager to cover vacations and other absences.

Intercollegiate Athletic Department (0.50 FTE): Intercollegiate athletics are integral to the overall educational experience at Eastern Oregon University. The Department of Athletics promotes core values that inspire academic excellence, athletic triumph, and community engagement through meaningful relationships and opportunities. Position reports to the Director of Athletics.

The Office Specialist 2 has several key roles and resposbilities that help carry out the University’s and Athletic Department’s mission, goals, and objectives. The Office Specialist 2 provides administrative support to the Director of Athletics and Athletic Department to ensure efficient operations of the department. THe OS2 directly supports the AD, coaches, and support staff through a variety of tasks related to organization, communication, project management, and day-to-day operations. | | Responsibilities |
0.5 FTE FACILITIES & PLANNING DEPARTMENT

90% Financial Transactions & Reports:

• Assists the Administrative Program Specialist (APS) in Facilities & Business & Finance Manager to complete monthly (non-utility & capital) financial transactions by collecting, reviewing for accuracy, labeling, entering each transaction into Banner, scanning, submitting, and entering data into a database, and filing Accounts Payable invoices.
• Re-classes all Facilities purchase card transactions, reconciles statements, and compelets month end reporting.
• Conducts reporting and tracking of financial transactions, including use of FAST.
• Conducts audits find errors, issues, and discrepancies and reports results to the Business & Finance Manager. Helps resolve account code errors.

10% Other Duties:

• Provides backup support to the Administrative Program Specialists in Facilities, and the Business & Finance Manager as needed including campus delivery of mail and packages, use of pallet jacks, hand trucks, and mail van.
• Other duties as assigned by the Finance Manager.

0.5 FTE INTERCOLLEGIATE ATHLETIC DEPARTMENT

50% Office Management:

• Provide assistance and clerical support for the AD, Assistant Directors of Athletics, and the Athletic Department.
• Schedules meetings, appointments, and maintains/manages Department calendars
• Records accurate minutes at various meetings and planning sessions.
• Composes and edits documents on behalf of the AD and the Athletic Department.
• Maintains multiple databases.
• Prepares and distributes correspondence and materials for the Athletic Department.
• Manages and supervises office student workers, interns, and graduate assistants.
• Performs other duties assigned by the Athletic Director.
• Works with the Department of Human Resources to complete and post position vacancies.

30% Mountaineer Athletic Association (MAA) Support:

• Takes an active role in the MAA, supports special projects/events, and assists in securing resources for the MAA.
• Assists the Assistant Director of Athletics for Marketing and Communications with duties related to the MAA including record keeping, fulfilling benefits, planning and executing events, sponsorship and fundraising solicitations and management, etc.

15% Event Planning:

• Collaborates with department personnel on special events (student-athlete kickoff, Blue and Gold weekend, Homecoming, etc.)

5% Customer and Visitor Service:

• Serves as the friendly and welcoming first point of contact to visitors at the Athletic Department.
• Answers and directs phone calls, voice mails, and emails sent to the Athletic Department.
• Builds strong professional relationships with internal and external constituents to enhance the Athletic Department’s overall success. | | Minimum Qualifications |
  

Expereince and Education

• Two years of general clerical experience, one year of which included administrative use of computers, typing, word processing, or other experience generating documents; OR
  • An Associate’s degree in Office Occupations or Office Technology; OR
  • Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general administration or clerical experience.

College courses in Office Occupations or Office Technology may substitute for the required experience on a year-for-year basis.

There are multiple work duties, environments and schedule demands of this position that require the following skill levels and capabilities:

Facilities & Planning Department:

• Maintain productivity and work quality in an environment of frequent interruptions (person, phone, heavy machinery noise, outside equipment noise), dust, and fluctuating office temperatures depending on the season.
• Requires to work a flexible work schedule that includes reasonable variation in work days and hours.
• Sustained periods of sitting.
• Exposure to the weather when helping with deliveries in the Distribution Department.
• Occassionally high sporadic noise levels due to arrival/departure of large vehicles and overhead doors.
• Lifting up to 50 pounds
• When delivering and/or assisting the APS in Distribution there may be frequent trips outside in various weather.
• Ability to work independently and without coworkers nearby.
• Possible use of equipment like pallet jacks, hand- trucks, and mail vans.
• Must have a current valid driver license, an acceptable drivers license records check, and ability to drive vehicle on and off campus.

Intercollegiate Athletics Department:

• Duties require ability to lift and transport materials needed for events/practices.
• Requires to work a flexible work schedule that includes some nights and weekends.
• Occasionally will require to work outside in various weather elements.
• Often requires standing and sitting for sustained periods of time.
• Occasionally will require the lifting and moving of items 30 pounds or less.
• Know and follow all University, Conference, and NAIA policies and procedures.
• Know and follow FERPA, HIPPA, and Title IX policies.
  • Perform ethically and with interpersonal integrity as follows:
  • Exercise sound judgement
  • Adhere to quality standards
  • Manage workload, job stress, and adversity effectively
  • Promote EOU’s and Athletic Department’s mission, vision, and principles
  • Fosters collaboration and teamwork
  • Inspires and motivates others to high performance
  • Abides by EOU, Athletic Department, NAIA, and Cascade Conference policies and procedures

Work Authorization

• Must satisfactorily complete EOU criminal and credential background check. Having a criminal history is not an automatic bar to employment.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Eastern Oregon University will not sponsor applicants for employment visas. | | Preferred Qualifications |
  
• Three years dealing with the public or with students and staff.
• Thorough knowledge of Banner and FIS, EOU Faculty and Staff Handbook, DMV regulations, various computer programs including Microsoft Office Suite.
• Interdepartmental procedures for functioning internally, EOU Policies for purchasing, and contracts.
• Extensive Banner and FAST Skills – JVs, invoice payments, purchasing, purchasing card reclassification, payment history, vendor history, report generation and manipulation. | | Special Instructions to Applicants |
  Applicant must provide:
  1) Letter of application (which should include why this position is attractive to the applicant, how it meets the applicant’s professional goals, and what attracts the applicant to EOU);
  2) Resume/Curriculum vitae;
  3) Submit names, emails, and phone numbers for at least three references in the reference section of the application.
  

Candidates are encouraged to review the values and principles of Eastern Oregon University.

Only complete applications of applicants will be reviewed.

Eastern Oregon University – Oregon’s Rural University! – is a respected public, higher education institution of academic excellence. Brilliant faculty and staff thrive and together fulfill their career ambitions to serve students from all walks of life. EOU is a beautiful, quaint campus nestled in a remarkably scenic, high elevation valley populated by wonderful, community-minded citizens that have balanced work-life flexibility. Take a virtual tour of Eastern Oregon University.

EOU offers a very attractive package of employee benefits including:
• Paid holidays (11 days/year)
• Paid vacation (8 hours/month)
• Paid sick time-off (8 hours/month)
• Full Individual and Family Healthcare Insurance (95%+ employer-paid) medical, dental, and vision
• Generous Oregon Public Employee Retirement System benefits
• Employer paid life insurance
• Discounted tuition benefits for employees and eligible dependents
• Discounted athletics facilities membership
• For more details, see Prospective Employees https://www.eou.edu/hr/prospective-employees/.

Eastern Oregon University is an EEO Employer and welcomes applications from women, members of historically underrepresented minority groups, US Veterans, and persons with disabilities. EOU is committed to providing equal opportunity in its recruitment, admissions, educational programs, activities, and employment without illegal discrimination on the basis of age, color, disability, national origin, race, marital status, religion, sex, sexual orientation, gender identity, gender expression or any status as protected by state or federal law. | | Salary | $ 2,989.00 per month |

Posting Detail Information

| Open Date | 09/12/2024 | | Close Date | | | Open Until Filled | Yes | | First Day of Application Review | 09/30/2024 | | Quick Link to Posting | https://eou.peopleadmin.com/postings/... |

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?

   • EOU Website Posting
   • Chronicle of Higher Education
   • State Employment Service
   • DiverseJobs.net
   • Referral by EOU Employee
   • HigherEdJobs.com
   • Newspaper
   • Other

2. (Open Ended Question)

Applicant Documents

Required Documents 1. Resume/Curriculum Vitae Optional Documents 1. Letter of Recommendation 1 2. Letter of Recommendation 2

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