Office Coordinator

The Oregon School Employees Association (OSEA) is accepting resumes from individuals who are interested in working for a labor organization in the capacity of Office Coordinator.

The Oregon School Employees Association is a membership directed labor organization and represents classified employees working in Oregon's K-12 schools, community colleges, Head Starts, educational service districts, parks and recreation and library districts. In addition to the State Office in Salem, OSEA has eight field offices located throughout the state of Oregon.

Individuals submitting a resume for this position should include their educational background and work experience. Specifically, resumes should include applicant’s experience and knowledge in office methods and practices, proofreading, filing, communication, databases, excel work, and inventory supply management.

General Job Description:

Under the general supervision of the Director of Fiscal Operations, this position provides a professional level of secretarial support to assist staff with various administrative and office assignments. Assignments shall include, but are not limited to: Membership, Field Operations/Organizing, Government Relations, Communications and Fiscal Operations. An employee in this position shall have the primary responsibility for the coordination of statewide mailings, printing requests, filing organization, retrieval retention, and the tracking/ inventory and ordering of office/building supplies.

This position is nonexempt with a six-month probationary period.

Distinguishing Characteristics:

An employee in this position is expected to exercise a considerable degree of initiative and judgment in carrying out job responsibilities. They are responsible for supporting the assigned department/office on all matters concerned with the operation and function of the assignments. Ability to work effectively as a coordinator and team member with all levels of staff and association membership is key. Command of the English language with specific skills in grammar and proofreading along with strong professional communication skills and good judgment are essential.

Example of Duties:

• Front office duties - placing calls, answering and redirecting incoming calls as needed, greeting/helping visitors.
• Mail –Backup for retrieving/opening and distribution of office mail. Is responsible for coordinating large mailings while also sending individual pieces of mail.
• Proofreading/formatting – collective bargaining agreements, memos, letters, flyers, emails, postcards, the Journal, newsletters and other communications.
• Inventory and supplies – primarily responsible for inventory and ordering of supplies including paper, pens, pencils, shirts, folders, binders as well as all other general office supplies.
• Wage comparisons between salary schedules and basic costing of contract proposals.
• Membership database – will operate within the membership database to
  input/change/update data, pull reports from the database into Excel and reformat, post payments.
• Use of software programs – to complete surveys and chapter elections.
• Printing – responsible for coordinating large print jobs for mailings, conferences, trainings, meetings and other events as well as maintaining an inventory of
  materials for various packets.
• Conferences/events – will be required to help at OSEA conferences and events including coordinating pre and on-site registration.
• Filing – responsible for maintaining records and files at all offices including retention protocols.
• Administrative collaboration – will be working as part of a team in the administrative department to complete projects or assist as needed.
• Training – responsible for training new secretaries/administrative staff.
• Performs various other tasks and responsibilities as assigned.

Knowledge and Abilities

Basic Knowledge of:

• Principles of business organization and administration
• Modern office methods, practices and procedures including filing, letter and report writing, use of multi-line phone system, etc.
• Principles, procedures, and techniques of research
• Elements of appropriate English usage, vocabulary, and business math
• Software programs including Microsoft Suite and Adobe Creative Suite
• Virtual meeting software

Ability to:

• Learn organizational rules and policies and apply with good judgment in a variety of procedural situations
• Type at a speed of not less than 50 wpm accurately
• Compose original correspondence
• Understand and deal effectively with people at all levels, internally and externally, using both verbal and written communications
• Demonstrate initiative and exercise independent judgment in the performance of duties
• Handle all information efficiently and with complete discretion and confidentiality
• Adjust to peak and/or irregular workloads
• Make mathematical calculations
• Operate office equipment
• Remain calm and polite with potentially hostile callers
• Proofread, edit and spell correctly
• Communicative effectively and professionally both internally and externally
• Work both independently and in a team
• Adapt to various projects or tasks from different departments
• Effectively use time management, calendaring, preparation, planning and multitasking to track projects at various stages to completion as well as completing daily tasks
• Coordinate and participate in statewide member committees
• Arrange travel, meals, logistics for events in- and out-of-state

Job Related Qualifications

AA of Office Administration or related field, and/or three years’ experience in progressively responsible and varied secretarial capacity or training/education that would provide the required knowledge and abilities. Prior experience with Oregon School Employees Association, other Union experience and in an educational setting is strongly preferred.

Must possess and continually update requisite knowledge and understanding of assigned duties, responsibilities, policies, procedures and compliance requirements to perform the position. Must demonstrate quality, including accuracy and thoroughness, in work required for the position. Must plan and complete acceptable quantity of work within deadlines. Must exercise initiative and handle routine matters with minimal supervision.

Must consistently exhibit proper conduct with OSEA members through verbal and written communications. This includes listening, understanding member expectations/perspective and acknowledging and responding to concerns in a timely and helpful manner.

Must follow through on assignments and that ownership of work. Must be reliable and responsible, and adhere to procedures, practices and work schedules. Must demonstrate cooperation and teamwork, value and seek input and expertise from others. Must contribute to the team environment by working effectively with others with respect, honesty and fairness.

Must communicate effectively and respectfully with coworkers, associates and the State Board verbally and in writing.

Special Requirements

This position is located in Salem, Oregon. Selected candidates may need to relocate.

Benefits Information

Salary range starting at $49,380 per year, health benefits, dental insurance and 401(k).

To Apply

Click the APPLY button and attach your resume before Monday, July 7, 2025, at 4 p.m. PST.

Notice of Equal Opportunity Employment

We expect employees to be honest, trustworthy, and operate with integrity. Discrimination and all unlawful harassment (including sexual harassment) in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, protected veteran status or employment status. We support and obey laws that prohibit discrimination everywhere we do business. We fully consider all qualified applicants including those with a criminal history.

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