Position Title: Office Specialist 2 (Charitable Report Assistant) - Portland
Job Description:
The Oregon Department of Justice is seeking a candidate with clerical and customer service experience to hire as a Charitable Report Assistant (Office Specialist 2) to support the Charitable Activities Section of the (link removed) This position will be located in the Portland Legal office. The Charitable Activities Section is responsible for registration and licensing of more than 24,000 charitable trusts and corporations, professional fundraising firms, and nonprofit organizations in the State of Oregon.
The purpose of the position is to assist the section in maintaining its files on registered charitable organizations, assist in the conversion of paper files into electronic records through the use of scanning equipment, create and maintain electronic files on charitable organizations and data entry. This position will also respond to public inquiries for information related to charities, and to provide general office support.
Apply today! In exchange for your hard work, we'll ensure you are paid well, make work-life balance attainable, and show you the door to professional development and job satisfaction.
Job Duties (in part)
Due to the nature of this position, training will be full time in office. After training and a successful trial service a hybrid work schedule will be available.
Process, scan, and review paper documents to convert to electronic form using scanning equipment similar to photocopy machine.
Coordinate with and verify completeness of scans received from vendor.
Organize and maintain electronic files relating to annual State and IRS reports, as well as charities registration documents.
Data entry of specific information from charities State and IRS reporting forms.
Review report submission for certain items relating to completion and accuracy of report.
Resolve issues by contacting filer and explaining necessary corrections with statutes, rules and established section guidelines.
Assist Annual Report Specialists (Admin Specialist 1), Charities Registration staff, and Section Operations Analyst with processing mailings, following up on delinquent annual reports, and providing administrative support to other Section professional staff with tasks related to the oversight and enforcement program of the Section.
Receive, open, and process the sections mail.
Open and date stamp all items received and ensure checks are endorsed.
Meet visitors in the lobby and accept deliveries.
Field telephone questions from the public and charities related to reporting and compliance issues.
Perform other duties as assigned, including occasionally answering phones at Portland legal office reception on backup basis.
Required Experience
Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply, and allow us to evaluate the knowledge, skills and abilities that you demonstrate, using an intentional equity lens.
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.
Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)
Desired Skills, Experiences, and Attributes
Ability to work as a team member as well as independently.
Demonstrate professional verbal and written communication skills.
Ability to maintain punctual and regular attendance.
Experience providing accuracy and attention to detail in work performance.
Ability to work efficiently while adapting to change and new processes.
Computer proficient with ability to learn new software and systems.
Experience with sorting and processing incoming mail.
Whats In It For You
Job satisfaction as part of a team whose mission is to serve Oregon's public and government agencies.
Permanent, full-time employment.
Vacation, sick leave, 11 paid holidays a year, and special days off.
Endless peer and management support, and representation by the Service Employees International Union (SEIU).
Opportunity to expand your professional skills.
For more information about our benefits, you can learn (link removed)> Application Process
The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age, or disability, and is committed to workplace diversity.
Click "Apply" and complete the online application and all supplemental questions.
Attach your resume.
Attach a cover letter identifying your attributes that meet the desired and requested skills.
ALL APPLICANTS: You will only have one opportunity to upload the required resume and cover letter. Drag and drop both your resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both requested documents didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact doj.recruitment@doj.state.or.us. Any materials emailed will be associated on your behalf if received before the posting deadline.
CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply", update your employee profile to reflect your Education, Skills, and Job History (including your current job).
For additional information regarding working for the Department of Justice and application assistance,
Oregon Department of Justice 1162 Court St NE Salem, OR 97301
