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Office Coordinator
Office CoordinatorState of Oregon • Portland, OR, US
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Office Coordinator

Office Coordinator

State of Oregon • Portland, OR, US
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  • serp_jobs.job_card.full_time
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Office Coordinator

Administrative Specialist 1 Office Coordinator

Oregon Department of Transportation

Delivery & Operations Division Region 1

Portland

This position is open for recruitment and fully funded following the 2025 Special Legislative Session.

The role :

Are you determined to give exceptional customer service and have strong organizational skills? If so, this position is for you! Region 1 is hiring an office coordinator to provide construction project support and office administration for their diverse construction office. Apply today!

We provide a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. We encourage people from all backgrounds and abilities to apply for our positions.

Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile.

A day in the life :

  • Receive and review contractor labor reports to ensure compliance.
  • Troubleshoot contractor reporting procedures, forms usage, and reporting schedule.
  • Provide technical expertise of labor compliance issues.
  • Provide contact and support on construction projects.
  • Receive and review sub-contract and specialty contractor requests.
  • Receive and process contractor requests for apprenticeship participation.
  • Review and verify reports.
  • Recommend progress estimate adjustments.
  • Assist callers with interpretation of contractual requirements.
  • Set up and maintain project recordkeeping.
  • Work is performed in a typical office environment and involves daily customer service.
  • To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov.

What's in it for you :

  • Work / life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer.
  • Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying.
  • The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%.
  • Public Service Loan Forgiveness opportunity!

    • Want to know about new job postings? Subscribe to receive weekly email notifications!

    Minimum qualifications :

  • Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.

    • OR

  • An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.

    • OR

  • An equivalent combination of education and experience.

    • Special qualifications :

    Driving is an essential function of this position. You must have a valid US driver license and an acceptable driving record. We will conduct pre-employment driving records checks on our final candidate(s). Your license does not have to be issued in Oregon to be considered.

    What we'd like to see :

  • Experience working with invoicing / payment systems.
  • Intermediate level of skill using Microsoft Excel and Word.
  • Experience coordinating and providing support to staff across multiple teams.
  • Experience with administration tasks related to project delivery of highway construction projects.

    • How to apply :

  • Complete the following required steps :
  • Fill out the application or attach a resume. Please contact the recruiter under the 'Need help?' section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM / YYYY) for each employer.
  • Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the "what we'd like to see" section above. Your cover letter must be limited to no more than two (2) pages. Please address your cover letter to Richard Smith, Resident Engineer. Generic cover letters that do not address the qualities that you have under the "what we'd like to see" section may receive lower scores than those that addressed the desired qualities. You must upload your cover letter in the 'Resume / Cover Letter' section of the application.
  • Complete questionnaire. Answer the checkbox-style questions before submitting your application.
  • After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.
  • If you are a veteran, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.

    • Need help?

  • For questions, call 503-586-6863 or email ODOTRecruitmentNH@odot.oregon.gov.

    • Additional information :

  • We do not offer visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security's I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension].
  • The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process.
  • We may use this recruitment to fill multiple or future vacancies.
  • We will conduct name-based criminal background checks on final candidates, not including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and / or education verification as required for the position.
  • You will be represented by the Service Employees International Union (SEIU).

    • ODOT is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process. For questions, concerns, or complaints regarding EEO / AA / ADA, contact 1-877-336-6368 (1-877-EEO-ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503-986-3700. Oregon Relay Service can be reached by calling 7-1-1.

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    Office Coordinator • Portland, OR, US

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