This recruitment will be used to fill one part-time (approximately 20 hours per week) Office Specialist 2 position for Umatilla County Extension Office.

This part-time Office Specialist 2 position is located at the Oregon State University Extension Service Umatilla County Office in Milton-Freewater. This position is supervised by the OSU Extension Service Umatilla County Administrative Office Manager. This position provides support for the faculty and staff at the Milton-Freewater office and works with diverse clients. Duties include being a receptionist; answering phones and screening calls; meeting the public in the OSU Extension office; providing administrative support at OSU Extension workshops and short courses; sending out meeting notices through postal services, bulk mail, and/or electronic mail; handling all financial transactions for the office and forwarding the documents to the appropriate offices; and processing reimbursements and depositing monies received and forwarding the appropriate documents.

In addition, this individual maintains the OSU Extension Umatilla County websites and social media, as well as formats and distributes the OSU Extension Umatilla County newsletter.

About the division:
The Division of Extension and Engagement (Division) is core to Oregon State University’s mission. The Division helps create real solutions and positive impact across Oregon and beyond. The Division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our Division and its core units and initiatives, please visit our website: https://engagement.oregonstate.edu/.

OSU Extension programs, partnerships and volunteer opportunities are focused on:

• Healthy communities and economies
• Resilient and productive forestry and natural ecosystems
• Sustainable agriculture, food systems, and gardening
• Thriving youth, individuals and families

Commitment to inclusive excellence:
Oregon State University is committed to creating and maintaining compassionate and inclusive learning and working environments for all learners, visitors and employees. We envision collaborative community environments that enhance civility and embrace diversity. All employees are responsible for achieving this commitment. This commitment includes, but is not limited to, complying with Civil Rights and Language Access regulations.

OSU Division of Extension and Engagement’s Diversity, Equity, and Inclusion
https://extension.oregonstate.edu/about/diversity-equity-inclusion
OSU Moving Forward Together https://leadership.oregonstate.edu/president/moving-forward-together.

This office specialist embeds the commitment of the university to a collaborative and inclusive community in all interactions and duties performed.

30% – Office Support

• Provide general office support for faculty and staff.
• Answer phones, identify callers, and redirect, as necessary. Record accurate description of client needs and contact information.
• Mail national and international packages when necessary.
• Send out meeting/class notices through electronic mail.
• Maintain up-to-date email, address, and phone details for all existing and new clients by updating contact lists within one week of any class/meeting.
• Maintain inventory of office supplies and order when necessary.
• Maintain water-testing bottles for nitrate and bacterial testing.
• Arrange for maintenance of the copier. Copy, scan, fax, and print.
• Maintain and update existing records and filing system. Scan documents deemed necessary by Extension faculty to set up an electronic version and link it to website.
• Maintain safe, professional, and clean OSU Extension County Office.
• Provide backup to the main Extension Umatilla Office in Pendleton as needed. Travel to Pendleton site would be required.

30% – Program Support

• Provide administrative support for Horticulture Program.
• Assist faculty with insect identification by receiving insects and forward, if necessary, to OSU Department of Entomology for identification and control methods.
• Assist faculty with Plant Identification and Soil Samples by receiving plants for identification of disease and insect damage and soil for nutrient analysis; follow office procedures for storage and forwarding of materials to relevant Departments/Laboratories.
• Provide administrative support for the 4-H Youth Program; direct 4-H volunteers and members on where to locate information, communicating with the 4-H faculty and staff, as needed; maintain inventory control and distribute member/volunteer materials, as needed; dispense and accept materials for program events.
• Assist with community fairs and events throughout the county by supporting office operations and handling booth activities at these locations which will require travel.

30% – Website, Social Media, and Newsletter Development and Maintenance

• Update OSU Extension Umatilla County website with latest information when provided.
• Create and coordinate social media platforms and publish content for OSU Extension Umatilla County.
• Create and coordinate publication schedules for faculty to produce updated materials.
• Utilize Extension templates to create OSU Extension Umatilla County newsletter and publications for distribution (print and virtual).

5% – Financial Support

• Serve as a procurement (VISA) card user. Reconcile monthly.
• Collect and process all accounts payable for the OSU Extension Milton-Freewater Office for payment and reconciliation.
• Write receipts for publication sales, 4-H fees, workshop registrations, etc.
• Deposit monies to bank account. Prepare online deposit summaries.

5% – Other Duties

• Attend training sessions as required by OSU Extension.
• Contribute to a welcoming and respectful workplace environment.
• Perform other duties as assigned.
• Attend county office staff meetings in Pendleton, Oregon. Travel will be required.

Evidence of excellent oral and written communication skills.

Demonstrated financial and accounting skills.

Excellent computer skills with using Windows and software similar to Microsoft Office applications.

General ability to use computers, including proficiency with information technology, web sites and social media.

Demonstrated ability to maintain confidentiality.

Ability to provide exceptional customer service to clients.

Ability to work with the public and OSU faculty and staff in a welcoming and inclusive manner.

Ability to prioritize and complete multiple tasks in a timely manner.

Ability to work independently with minimal supervision.

A demonstrable 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.

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 et seq.

Experience updating websites and with social media campaigns.

Bi-cultural and/or bi-lingual (English and Spanish).

Familiarity with OSU Extension and its programs.

Demonstrated ability to adapt to the changing technological environment.

9:00 am – 1:00 pm, Monday through Friday, preferred; work schedule is negotiable

Ability to transport materials and equipment up to 25lbs.

Travel is required to support office operations and community fairs/events throughout Umatilla County.