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Administrative Specialist 2 – Operations Support Analyst
Oregon Department of Transportation
Public Transportation Division
Program Service Unit
Salem

The role: 

Are you passionate about contributing to your community by improving access and mobility options? Join us as our operations support analyst! In this role, you will communicate daily with all levels of ODOT staff, local governments and transit providers for the purpose of giving and collecting data. You will interpret, assist and explain policies and procedures governing federal and state grants and apply those interpretations to specific routine and non-routine situations. 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:

• Maintain Public Transportation Division’s system of record for Oregon's passenger transportation vehicle fleet, transit-related equipment, signs/shelters and facilities.

• Proactively work within established procedures and work with program coordinators to evaluate and analyze current and new policies, procedures and rules.

• Create, maintain and improve processes to notify grant recipients of requirements.

• Assist managers in developing and preparing reports, databases, spreadsheets and presentations.

• Research, compile, review and analyze information and data to prepare internal and federal reports.

• Coordinate data requests and reporting with local transit agencies for State and Federal reporting.

• Work with Federal Transit Administration manager to ensure compliance for the division and recipients.

• Resolve discrepancies, errors and omissions by researching, communicating and negotiating solutions with grant recipients.

• Assist regional transit coordinators and grant recipients with administrative functions.

• Identify, develop and recommend new processes and procedures for grant recipients’ agreements.

• Hybrid work options available – the person in this position will be required to work in the office at least eight times per year.

• To request a copy of the position description, which includes all duties and working conditions, please email [email protected].

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!

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Minimum qualifications:

Three (3) years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; 

OR
An associate degree in general office occupations AND two (2) years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

OR

An equivalent combination of education and experience.

What we’d like to see:

If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience and education to help us decide who will move forward.

• Experience managing digital databases, auditing tracking systems and turning raw data into visual reports.

• Experience applying a high level of detail to preparing legal documents, processing payments and managing data.

• Able to communicate clearly and collaboratively with internal and external partners.

• Proactive problem-solving skills and proactively identifying opportunities for continuous process improvement.

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 Nicole Noel, Program Services Manager.

    • 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 or Oregon National Guard servicemember, 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 503-779-9733 or email [email protected].

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, 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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Transportation Support