Office Specialist 2

University of Oregon
Campus Planning and Facilities Management

Salary: $14.45 - $20.97 per hour

Review of Applications Begins
Position closes March 3, 2020

Department Summary
Campus Planning and Facilities Management (CPFM) is a vibrant department, which comprises five units, and approximately 270 employees: Facilities Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. The units of CPFM strive to provide excellent customer service to the University of Oregon campus and operate with the highest professional standards, communicating and collaborating with customers to support the stewardship of the campus.

The Office of Design and Construction (D&C) works closely with Facilities personnel, faculty, and staff across campus to deliver successful, budget-conscious projects. Project sizes range from under $50,000 to over $100M. Project types include small departmental moves, interior renovations, new building construction, and many different types in between.

Position Summary
The Office Specialist 2 will provide general administrative and technical support, focusing on accounting functions related to invoice processing, for Design and Construction. The incumbent will process, code, and manage the filing system for accounts payable documentation in support of the office. This position effectively collaborates and communicates with consultants, contractors, campus users, and departmental personnel. The position requires the ability to research, interpret and communicate technical and contractual requirements associated with capital project invoicing. The duties will require research and problem solving with an acute eye for detail. The position may also be responsible for authoring documents related to processes, as well as corresponding with customers.

Employees in this position have regular contact in person, by telephone and in writing with institution faculty, staff, students, outside agencies and/or the general public explaining criteria used as the basis for decisions made; collecting needed information to compile regular and special reports or complete technical records processing activities; providing requested information of a specific nature when responding to inquiries and complaints.

The position works as a member of a team while frequently performing tasks independently. Decisions may be made about the best method and materials necessary to perform a particular task. They may also include setting priorities, assessing customer needs and responding to those needs.

Work is reviewed regularly by Design and Construction’s Assistant Director of Business Operations to ensure it is performed efficiently, safely, and meets both expectations and applicable requirements. A performance appraisal is conducted annually.

Minimum Requirements
• 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.

Professional Competencies
• Perform duties in a way that advances and supports the mission of the department and university.
• Work effectively in a diverse team environment and create effective relationships for problem solving and positive interactions.
• Take initiative, looking for what needs to be done and doing it.
• Pay close attention to detail.
• Maintain a safe and safety-conscious workplace.
• Maintain a respectful workplace and model a positive and proactive attitude.
• Model the highest ethical standards.
• Provide superior customer service.

Preferred Qualifications
• Experience processing invoices.
• Experience working with construction administration practices.
• Experience with business accounting and auditing.
• Experience using Banner or a similar financial software.