Office Specialist 2 Job at Oregon State University
This recruitment will be used to fill one full-time Office Specialist 2 position for the Transportation Services Department at Oregon State University (
OSU
).
This position will be located in Eugene, Oregon.
This position is in the Transportation Services Department within the Division of Finance and Administration at Oregon State University (OSU). Transportation Services provides safe, sustainable, customer-focused, and fiscally sound transportation programs and services. The department offers transportation and parking options for commuters to the Corvallis campus as well as services and support for on- and off-campus transportation through the Motor Pool, Beaver Bus campus shuttle and more.
This position will be located in Eugene, Oregon.
This position is in the Transportation Services Department within the Division of Finance and Administration at Oregon State University (OSU). Transportation Services provides safe, sustainable, customer-focused, and fiscally sound transportation programs and services. The department offers transportation and parking options for commuters to the Corvallis campus as well as services and support for on- and off-campus transportation through the Motor Pool, Beaver Bus campus shuttle and more.
Reporting to the Administrative Office Manager, the purpose of this position is to provide efficient customer service to Motor Pool customers at our Eugene location. Duties will include; answering phones, taking reservations for both short-term and long term assigned vehicles, receiving, reviewing and entering all driver authorizations while ensuring the information is both accurate and complete. Will verify index codes provided by customers, dispatch, and provide remote support to the Corvallis office. It is expected that this position will exercise strong interpersonal skills to ensure the customer is informed on all aspects of their rental. This position must possess excellent written and oral communication skills and enjoy building a positive rapport with Motor Pool customers, vendors and employees.
Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
To calculate our
Total Rewards Package use this link:
https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator
For hourly positions, estimate the gross salary for use in the benefits calculator as follows: Multiply the hourly wage by the number of hours worked per week. Then, multiply that number by the total number of weeks in a year (52). For example, if an employee makes $25 per hour and works 40 hours per week, the annual salary is 25 × 40 × 52 = $52,000.
Position Duties
60% Customer Service
Process vehicle reservations:
- Based on customer needs, determine best vehicle match for customer request
- Dispatch and return rental fleet vehicles into FleetFocus computer system
- Work with Office Manager to resolve dispatch and vehicle issues quickly and efficiently with the goal of building positive client rapport
Provide transportation assistance:
- Make recommendations based on customer needs and destination variables
- Provide seasonal road condition information
- Provide reservation cost estimates based on information provided by customer
- Valet vehicles that have not been previously staged
Answer multi-line telephone and direct calls as needed
Use strong interpersonal skills when engaging with coworkers as well as when interacting with a wide cross-section of the public. This includes being able to ascertain what is needed, even when limited information is provided, and making decisions as to the correct course of action to take. Maintains consistent communications with customers through in-person, electronic and telephone interactions regarding reservation and rental details
Explain and enforce University and Motor Pool policies with customers and student employees
35% Daily Operations/ Administrative
Maintain driver authorization and van safety records in FleetFocus computer software used by Motor Pool
- Approve driver authorizations based on management procedural standards
- Enter driver information, and van safety test information into FleetFocus database
- Send daily email reminders for driver authorization and van safety expirations
Provide lead work for up to 6 Student Employees
- Demonstrate a strong work ethic that encourages accountability and consistency in performing day to day operational tasks
- Collect and coordinate Student Employee schedules each term to ensure adequate operational coverage
- Assign work for Student Employees and Detail Staff to fill daily dispatch schedule and prioritize work flow
Prepare general correspondence
- Take and relay telephone messages and respond and direct general Motor Pool email messages
Order and maintain sufficient inventory of office supplies
Ensure the front counter is presentable to the customer by cleaning and wiping on a daily basis
Perform daily opening and closing tasks including locking and unlocking the building
Assist with detailing and fueling vehicles as needed
Perform inventory of all fleet vehicles as of the last calendar day of every month
5% MISCELLANEOUS DUTIES
Work with Administrative Office Manager on special projects.
Review and recommend Procedure Manual updates to Office Manager
Minimum Qualifications
Two years of general clerical experience. One year of which included 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 clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Additional Required Qualifications- Experience working in a fast-paced environment which required interacting in-person, by phone and by email with customers/ clients.
- Effective and accurate written and verbal communication skills.
- Demonstrated experience working in a collaborative working environment.
- Experience working independently and as part of a team.
- Ability to communicate successfully with a diverse range of individuals such as students, faculty, staff, volunteers, trades or regulatory personnel.
- Proficiency in computer application such as MS Office.
- A commitment to promoting and enhancing diversity.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per
OSU
Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.
Preferred (Special) Qualifications
- Experience in Higher Education.
- Experience with FleetFocus or similar fleet software program, hospitality, airline or other reservation system.
- Experience providing lead work to students or other classified employees.
This is a busy office environment including customer interaction via internet, e-mail, phone, and in person. The position may require long periods of sitting or standing and could include repeatedly standing up and sitting down to assist customers and in an indoor/ outdoor working environment.
Team members may also infrequently move objects weighing up to 25 pounds.
Must be available to unlock and lock the building during hours of operation.
The office hours may vary according to departmental needs, but the individual in this position will usually work Monday through Friday, between 7 a.m. to 5:30 p.m. Occasional remote work may be permitted.
Many of the duties performed in this position require working with a computer.
This position will be based in the Eugene, Oregon office, 1 mile from the University of Oregon Campus.
This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. Yes This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No
Posting Detail Information
Posting Number
P03899CT
Number of Vacancies
1
Anticipated Appointment Begin Date
01/16/2023
Anticipated Appointment End Date
Posting Date
12/09/2022
Full Consideration Date
Closing Date
12/23/2022
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. Posting specific question responses, transcripts, etc.
Your profile
MUST
clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Justin Fleming at justin.fleming@oregonstate.edu
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per OSU Standard 576-056-0000 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the Motor Vehicle Check Requirement.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Justin Fleming at justin.fleming@oregonstate.edu
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per OSU Standard 576-056-0000 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the Motor Vehicle Check Requirement.
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