Position Details Position Information Department Printing & Mailing Svcs (NPM) Classification Title Office Specialist 2 Job Title Office Specialist 2 Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary This recruitment will be used to fill one full-time Office Specialist 2 position for Marketing Services and Solutions at Oregon State University ( OSU ). The primary goal of Marketing Services and Solutions’ (MS&S) experienced team of professionals is to partner with all of our customers to produce communications that support our customer’s programs and support the overarching goals and vision of the University. This position aids in those goals by providing administrative support to the unit through a variety of responsibilities. In addition to providing administrative support, this position will also interact regularly with clients and coworkers to ensure compliance with university and department policies as well as providing excellent client experiences. MS&S provides professional and creative guidance for the many-faceted communication pieces that OSU produces. Project elements may include printing, digital communications, specialty printing, graphic and web design, event and conference services. As a self-supporting specialized service center, MS&S provides essential communication solutions consisting of document production, marketing, and distribution services statewide. The position reports to the Administrative Manager of Marketing Services and Solutions. Why OSU? Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all. FACTS : •Top 1.4% university in the world •More research funding than all public universities in Oregon combined •1 of 3 land, sea, space and sun grant universities in the U.S. •2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties •7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) that offer education, celebration and belonging for everyone •100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates •35k+ students including more than 2.3k international students and 10k students of color •217k+ alumni worldwide •For more interesting facts about OSU visit:https://oregonstate.edu/about Locations: Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport. Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances. Total Rewards Package: Oregon State University offers acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) with benefits eligible positions that is designed to meet the needs of employees and their families including: •Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents. •Free confidential mental health and emotional support services, and counseling resources. •Retirement savings paid by the university. •A generous paid leave package, including holidays, vacation and sick leave. •Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities. •Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program. •Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life. Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU . Key Responsibilities 65% DATA ENTRY & RECORD KEEPING + Along with general office procedures: Completes reports, including gathering financial data, review, and analysis. Revises, updates, and creates spreadsheets and manuals related to department programs and services. Includes writing, editing, proofing and completing final drafts. + Reconciles invoices; obtains packing slips, payment approvals, and additional information as needed. Confirms materials received have been added to job tickets. Processes invoices for payment using appropriate account codes and scans to Accounts Payable for payment. Reviews payment records for accuracy. + Reviews and reconciles procurement card transactions monthly for Purchasers, completes reports for submission. Completes travel pre-trip authorizations, submits travel expense reports, and reimbursement requests. + Reconciles daily cash sales; Investigates any differences, records deposits to revenue accounts using appropriate account codes, prepares daily deposit slip, scans deposits to Cashiers office and creates job tickets as necessary. Records customer receipts and maintains A/R files. + Downloads UPS invoices, compares them to weekly shipping reports, updates weekly download to create shipment job tickets. Processes business reply mail and creates manual job tickets. + Works with the Administrative Manager and Accountant 1 to review/research errors in the weekly billing download and assists in correcting errors. + Reviews Avanti Job Manager to determine if any job tickets are stuck in “In Invoicing” or “Finished” status. Notifies appropriate staff members as needed. Posts invoices in Avanti as requested. 25% OFFICE SUPPORT & CUSTOMER SERVICE + Assists customers by responding to inquiries and requests for additional information. Research charges, explain processes and procedures, and forward invoices as requested. + Help organize and set-up annual meetings and events. + Backup to submitting office supply orders. + Backup to monthly copier spreadsheet processing, recording meter reads, and producing billing reports. + Provides administrative support for the MS&S Management team as needed. + Submits phone and computer port changes to Telecom. + Maintains accurate filing systems following established department procedure and university retention schedules. 5% POSTAGE PROCESSING + Monitors the USPS EPS and Pitney Bowes reserve accounts daily. Requests additional funds as needed to replenish postage for bulk mail, postage meter, business reply mail. reconciles monthly total. 5% OTHER DUTIES AS ASSIGNED + Assists and provides support in other areas as needed. + Promote a collaborative and respectful working environment that is safe, inclusive, and welcoming. What We Require 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. What You Will Need 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. Working knowledge and experience with MS Suite; Outlook, Excel, and Word. Experience with databases and/or information/order management systems. One year of customer service experience. Excellent written and verbal communication. A commitment to collaborative and respectful working environment that is safe, inclusive, and welcoming. 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 University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. What We Would Like You to Have Experience in printing, graphic design, and/or marketing. Banner experience. Print Management experience. Working Conditions / Work Schedule Office environment. May be required to sit and/or stand for extended periods of time. May be exposed to loud noises in the production area. Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min Salary $18.16 Max Salary $26.97 Link to Position Description https://jobs.oregonstate.edu/position\_descriptions/165047 Posting Detail Information Posting Number P05165CT Number of Vacancies 1 Anticipated Appointment Begin Date 03/24/2025 Anticipated Appointment End Date Posting Date 02/25/2025 Full Consideration Date Closing Date 03/06/2025 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 this position. Cover letters are optional for this position and will not be used for evaluating your qualifications. Equivalent required experience is based on full-time equivalent (40 hours per week). PLEASE NOTE :If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties. Typically, the starting salary is at the lower end of the salary range. For additional information please contact:Jeff Todd, jeffrey.todd@oregonstate.edu, 541-737-9062 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. OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/candidates) section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team atemployee.relations@oregonstate.edu. Supplemental Questions Read More at: https://jobs.oregonstate.edu/postings/165145 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.