Administrative Support

Initial Posting Date:

11/12/2025

Application Deadline:

11/19/2025

Agency:

Department of Transportation

Salary Range:

$3,705 - $5,066

Position Type:

Employee

Position Title:

Administrative Support

Job Description:

Administrative Specialist 1 – Administrative Support
Oregon Department of Transportation
Support Services Division
Procurement Section
Salem/Hybrid

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

The role: 

We are looking for a skilled administrative specialist to join our Procurement team! In this position, you will apply a variety of technical, administrative, and customer service skills for success of the procurement and contracting program. Apply today!

Hybrid remote work options available! Work will be required to be performed at the Salem office building at a minimum of one day per week or more, depending on business needs. Initial training will require a minimum of 3-5 days in office.

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:

• Provide administrative support and coordination for the ODOT Procurement Office managers and employees in support of the overall procurement and contracting program.

• Monitor and communicate with staff, vendors and personal service contract holders to resolve invoicing concerns and discrepancies.

• Monitor multiple electronic mailboxes daily. Track and record emails and documents.

• Coordinate office processes, procedures and duties with other administrative staff to ensure adequate coverage and timely service.

• Provide customer assistance, accept and time stamp bids, deliver to procurement specialist and properly secure documents.

• Use invoicing systems to enter invoice payments and to confirm expenditure status.

• Manage contract workflow.

• Create and maintain various desk manuals.

• Record action items and decisions, follow up with appropriate employees for details, and keep employees accountable for action items.

• Travel may be required.

• Work may involve dealing with highly politically or sensitive personnel matters and requires maintaining confidentiality.

• Work in an office environment with hybrid work options available.

• 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!

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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.

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.

• Excellent organizational and time management skills with the ability to prioritize tasks and anticipate workload needs.

• Exceptional internal and external customer service skills.

• Highly skilled at composing documents with attention to grammar, punctuation, spelling, capitalization and sentence structure.

• Strong computer skills including data entry and Microsoft Office Suite programs such as Word, Excel, Outlook and PowerPoint.

• Experience being detail oriented and multitasking.

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 Twyla Cobos, Operations and Oversight 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, 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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