Job Details

Air Quality Office Specialist (Office Specialist 2)

Oregon Department of Environmental Quality, Portland

Job - Government

Close Date: 01/16/2019

The Oregon Department of Environmental Quality currently has an opening for a full-time Office Specialist (Office Specialist 2) position in Portland, OR. Please consider joining an innovative team, and work to advance our agency mission to protect and improve Oregon's environmental quality.

What You'll Do!
The selected candidate will provide general support to the NWR and NWR Air Quality including: entering data into data systems; managing the daily administrative functions of the NWR Air Quality program, preparing travel and training requisitions and reimbursements; processing timesheets; maintaining supply inventory; overseeing public file reviews, maintaining permit files, assisting in front reception desk coverage; and other support functions. The successful candidate will also processes tanker certificate applications and will maintain the TANKERS information systems.

Air Quality Division
The Air Quality Division's mission is to preserve, protect and enhance the quality of Oregon's air. This is achieved through Air Quality Planning, Program Operations, Vehicle Inspection, Technical Services, Laboratory support, and regional Divisions, in accordance with the federal Clean Air Act and applicable state and federal laws.

Duties include but are not limited to:
Tanker Certificate Processing
Maintains regional permit files for all Title V and ACDP permits
Issues certificate or denies certificate based on administrative review
Maintains records file for complete applications
Enters information in agency information systems
Receives permit applications for processing.
Reviews applications for completeness, accuracy, and compliance with established criteria.
Receives and distributes incoming mail and requests for information.
Coordinates meetings for the manager such as scheduling rooms, notifying/confirming participants, compiling agenda or materials.
Develops administrative procedures for the section and represents the section in regional support staff coordination meetings.
Prepares requisitions for purchases.
Schedules public file review in accordance with state and agency guidelines.
Reproduces or arranges for the reproduction of files.
Serves as back up to front desk reception and other support staff functions as needed.
Serves as backup permit coordinator as needed.
Makes travel and room reservations and arranges for transportation, prepares requisitions for registration(s) and/or fee(s). Arranges travel approval requests, advances and/or reimbursement.
Processes and manages submittal of timesheets each month.
Answers requests for information regarding tanker certification program.
Answers requests for information regarding file reviews for the air quality program.
Receives incoming calls for the air quality section and routes to appropriate staff.

The work of this position is performed in a general office environment. The job involves occasional lifting of objects which weigh up to 50 pounds. Occasional in-state travel.

What's in it for you?
The opportunity to join a dynamic team of mission focused individuals tasked with providing high quality environmental data needed for understanding and protecting Oregon's air, land and water quality. Put your creative problem-solving and analytical skills to great use helping to keep Oregon green. We offer full medical, dental and vision health benefits with paid sick leave, vacation, personal leave and 10 paid holidays a year. If you are employed by a government or not-for-profit organization, you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). Learn more to see whether you qualify at PSLF Program. If you are passionate about Oregon's environment and have experience in office support apply today!

This is a permanent, full-time, non-exempt, AFSCME represented position.
The eligible list created from this recruitment may be used to fill future regular, limited duration, full or part-time or temporary positions.

Qualifications, Required & Requested Skills
Minimum Qualifications
To be considered a qualified applicant you must meet the following criteria:

Two (2) years of general clerical experience, one year of which includes typing, word processing, spreadsheets, data bases or other experience generating documents;
An Associate's degree in Office Occupations or Office Technology;
Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one (1) year of general clerical experience.

NOTE: College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

Requested Skills (Desired Attributes)
Preference may be given to applicants who can demonstrate knowledge or experience with the following:
Proficiency with Microsoft Office applications (Outlook, Word, Excel), scheduling, spreadsheets, and databases.
Experience working with records, data, permits and/or data reporting systems.
Experience in a fast-paced work environment, managing multiple priorities and tasks with competing priorities.
Ability to search through records efficiently and with little oversight.
Highly organized with demonstrated exceptional attention to detail.
Experience communicating and providing a high level of customer service (internal and external) via telephone, in person and/or in writing.
Outstanding communication skills including the ability to communicate detailed information to a diverse audience at a professional level with attention to grammar, spelling, and punctuation.
Efficient in coordinating projects across multiple offices, departments, and programs.
Applying specific, well defined rules, regulations, policies and procedures to work performed.
Ability to review technical forms or information for compliance with established criteria.
Ability to gather and organize information or data and prepare reports.
Experience with records management, including following records management schedule, file purging, and file organization.
Additional Information

To apply, please follow these steps:
Complete the application. We will not accept a resume or position description in place of a completed application. Because of the volume of applications we receive, we do not review any attachments that we do not ask for.
The work experience and/or education section of your application must clearly demonstrate how you meet all of the minimum and special qualifications listed above. If it does not, we are required to disqualify it.
Submit a Letter of Intent along with your application that clearly demonstrates how you meet the minimum qualifications as well as the requested skills/desired attributes. Failure to submit the requested document may result in your application being removed from consideration.
Complete the supplemental questions. Answers to the supplemental questions must be substantiated with the experience you listed in the work experience section of the application (Please note that your responses may also be evaluated for grammar, spelling and punctuation).
To receive credit for higher education coursework, transcripts (official or unofficial) must be submitted prior to the interview (if selected). Note: To protect your confidential information, please redact (black out) your social security number on all transcripts before attaching to your application.

If you are an eligible veteran and wish to claim veterans' preference points AND you also meet the minimum qualifications for this position, the points will be added to your score. For more information on veterans' preference points visit our Veterans Resource page. To receive veterans' preference points you MUST submit either of the below documents prior to the interview (if selected).
A copy of your DD214/DD215 form; OR a letter from the US Dept. of Veterans Affairs indicating you receive a non-service connected pension for the five (5) point preference.
A copy of your DD214/DD215 form; AND a copy of your veterans' disability preference letter from the Dept. of Veterans Affairs for the ten (10) point preference.

Pay Equity
As an employer the State of Oregon complies with the Pay Equity Bill. We do not discriminate on the basis of protected class in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary from applicable professional experience and education. Please visit for more information.

Work Authorization
The Oregon DEQ does not offer visa sponsorships. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States.

If you need assistance to participate in the application process, you are encouraged to email Jamaal Gulledge at . TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900.

The Oregon Department of Environmental Quality is a regulatory agency whose job is to protect the quality of Oregon's environment.

DEQ strives to create inclusive environments that welcome and value the diversity of the people we serve. DEQ fosters fairness, equity, and inclusion to create workplace environments where everyone is treated with respect and dignity regardless of race, color, religion, sex, disability, physical stature, age, national origin, sexual orientation, gender identity, marital status, political affiliation and any other factor applicable by state or federal law.

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