Contracts and Invoice Office Specialist

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Job Description:

Position Title: Contracts And Invoice Office Specialist 

Classification: Office Specialist 2 

Salary: $$3,515 - $4,738 ($3,742 - $5,067 PERS) 

Type: (Permanent/Limited Duration ending:, Full-time/Part-time) 

We are seeking a XXX (XXX) to join our XXX at the Oregon Department of Education. This is a (permanent position / limited duration position ending) represented by the Service Employees International Union (SEIU).  
 

This position follows a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would in the office. 

What you will do! 

The purpose of this position is to provide secretarial and administrative support to the Legal Administrative Specialist in the management of Dispute Resolution services within the Office of Enhancing Student Opportunities. This position processes contractor invoices and payment documentation to ensure timely and accurate payment of expenditures. This position is also responsible for maintaining appropriate record keeping across Dispute Resolution files and tracking systems, and for maintaining team knowledge management systems, including desk procedures, reference materials, and shared documentation. Additional duties include general clerical support, filing, and assistance with team scheduling and meeting or training preparation. 

This position provides fiscal and administrative support to the Special Education legal team, with primary responsibility for processing contract invoices. The role also serves as secondary administrative support to the Legal Specialist when the Legal Administrative Support position is unavailable. A strong background in fiscal processes and administrative operations is essential for success in this role. 

Typical duties include: 

• Processing the intake of work invoices from contractors.  

• Maintaining an invoice tracking system and monitoring contract spending.  

• Supporting the processing of complaint orders, as needed. 

Please click here to view the full position description 

If you would like to retain a copy of this job post or the PD linked above, please print a copy before submitting your application. Once the job posting has closed, you will not be able to access the posting. 

Application Instructions: 

A cover letter and resume are required and are an important part of the application process. Only these materials are considered during the screening process:  

• A cover letter (no more than 2 pages), highlighting your skills and experience, and demonstrating how your qualifications align with the required and desired qualifications for this role. 
   

• A current resume detailing your relevant experience and education as it will be used in place of the detailed Workday work history for this agency-specific recruitment.   

• Before submitting your application, please confirm that your email address and other contact information are accurate, as interview invitations will be sent to the contact information you provide.  

Additional application materials (such as letters of recommendation or transcripts) will not be reviewed. Cover letters and resumes are reviewed throughout the recruitment process by Human Resources and the Hiring Manager. 

Minimum Qualifications (required) 

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR 

An associate degree in any field; OR 

An equivalent combination of education and experience. 

Preferred Skills & Knowledge (Desired Attributes) 

• High-volume correspondence and sensitive information  
  Experience managing a shared or departmental inbox, intake line, or front desk, including triaging, routing, and responding to a steady flow of inquiries. Demonstrated ability to handle confidential information and meet response timelines while communicating with the public and professionals such as attorneys, district staff, or vendors.  

• Invoice processing or accounts payable  

Direct experience receiving, reviewing, and processing invoices, including verifying them against contracts or approved rates and routing them for approval. Demonstrated ability to track outstanding payments and resolve discrepancies with vendors or internal staff, ideally within a public agency or similarly structured approval process.  

• Records management and documentation  
  Experience maintaining organized physical and electronic filing systems and accurately entering data into databases or tracking systems. Demonstrated ability to create or update desk procedures, reference materials, or other documentation that helps a team work consistently. 

We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of the attributes listed.    

Our Agency Mission and Office Culture:  

The Oregon Department of Education’s (ODE’s) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission, ODE has the vision to ensure all students have access to and benefit from a world-class, well–rounded, and equitable education system.  

The Office of Enhancing Student Opportunities (OESO) contributes to ODE’s mission of fostering equity and excellence for every learner through collaborations with educators, partners, and communities by providing support in overall school improvement efforts to Oregon’s school districts. The work of this office includes helping districts meet the obligations of IDEA for the education of students experiencing disability, the requirements of the federal program, and overseeing and supporting the Oregon School for the Deaf. The work of this office impacts local school districts, education service districts, professional associations, and other agencies involved in education programs in kindergarten through post-secondary education. Staff members work with a variety of state agencies and individuals on educational program planning, technical assistance, system improvement and development in line with federal and state laws/regulations. 

 
 
Oregon State provides amazing benefits! Follow the link below to learn more:  

Oregon Job Opportunities : Benefits : State of Oregon  

Application Resources & Information:  

• Eligible veterans and Oregon National Guard service members (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.  Be sure to submit your documentation prior to the close date of this posting to have the preference considered.  

• Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.  

• The job posting closes at 11:59 PM (PDT) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submission. These questions are necessary to complete the application process.  

• Please contact [email protected] if you have any questions on the application process or need an accommodation under the Americans with Disabilities Act (ADA). Please be sure to include the job requisition number.  

• Oregon Job Opportunities: How to Apply (Internal & External)  

• Understanding the State Application Process  

• Resources for Job Seekers  

Additional Information:  

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95%.  

• Review the Classification and Compensation page for more details on the classification, or you may visit our website for information on the job offer process following pay equity.  

• Future Vacancies: This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.  

• Visa Sponsorship: The Oregon Department of Education does not offer visa sponsorship. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.  

The Department of Education is an equal employment opportunity & affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.  We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed.   If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.   

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