Office Specialist 1

Position Details

Position Information

Department Printing & Mailing Svcs (NPM) Classification Title Office Specialist 1 Job Title Office Specialist 1 Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary

This recruitment will be used to fill one full-time Office Specialist 1 position for University Relations and Marketing Services and Solutions at Oregon State University (OSU).

Marketing Services and Solutions provides professional and creative guidance for the multi- faceted communication pieces produced at Oregon State University and manages campus and off-campus mail services.

This position supports the accurate preparation, formatting, and processing of mailing lists used in bulk mail production. This entry-level position performs essential data quality functions, runs address standardization and cleansing tools (e.g., NCOA), prepares customer-facing reports, and coordinates list requirements with campus partners and vendors.

The role also provides light production support to ensure timely, accurate, and USPS-compliant mailing services in alignment with university procedures. Success in this position requires strong attention to detail, data accuracy, clear customer communication, and a commitment to service, collaboration, and inclusion.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

60% - LIST PROCESSING & DATA PREPARATION

• Receive, review, validate, and format customer mailing lists for USPS-compliant processing (CSV, XLSX, TXT, etc.).
• Run address lists through ARS, NCOA and address verification tools following established procedures; document and maintain processing results.
• Identify and resolve data quality issues (e.g., duplicates, undeliverable addresses, missing fields); communicate required corrections to customers.
• Generate address correction and undeliverable reports to support customer database updates; maintain internal processing records.
• Support recurring list management and recommend improvements to optimize list structure, reduce waste, and improve postage efficiency.
• Provide guidance on list formatting, variable data requirements, and secure file transfer best practices.

20% - CUSTOMER REQUEST PROCESSING & COORDINATION

• Intake and review mailing instructions, lists, and materials; verify completeness and resolve discrepancies.
• Coordinate with Printing & Mailing production staff to align data readiness with job schedules and material availability.
• Communicate job status, timelines, and required data updates in a clear, professional, and customer-focused manner.
• Support post-job follow-up to confirm satisfaction and identify opportunities to improve data quality and workflow efficiency.

10% - USPS COMPLIANCE & PERMIT SUPPORT

• Assist with preparation of documentation for postage permits, including nonprofit mailings, in accordance with USPS requirements.
• Verify that list-processed mailings meet USPS addressing and automation standards; escalate exceptions as needed.
• Support monitoring of university permit usage by external vendors to ensure compliance with institutional and USPS guidelines.

5% - BULK MAIL PRODUCTION SUPPORT

• Prepare finalized address files for production equipment (e.g., inkjet addressing systems, label printers); verify file integrity and record counts.
• Provide support for basic mail production tasks, including sorting, traying, labeling, and postage application.
• Assist with quality control checks to ensure accurate list-to-piece matching and overall job integrity.

5% - OTHER DUTIES

• Provide backup support to digital print client services, including basic order entry, phone coverage, and filing.
• Participate in ongoing training related to USPS standards, data tools, departmental procedures, and customer service best practices.

What We Require

Completion of courses or training in Office Technology; OR One year of general clerical experience which included typing, word processing, or other generation of documents; OR An equivalent combination of training and experience.

What You Will Need

• Experience working with spreadsheets and databases.
• Proficiency with Microsoft Excel (or equivalent), including data sorting/filtering, basic formulas, and CSV file handling.
• Experience processing mailing lists in a print, mail, advancement, admissions, or marketing services environment.
• Experience using mailing data tools (e.g., BCC, Satori/Quadient, Melissa) and/or performing NCOA processing.
• Demonstrated attention to detail and accuracy when working with large datasets, particularly address data.
• Ability to follow documented procedures and USPS guidelines while working both independently and collaboratively in a deadline-driven environment.
• Effective written and verbal communication skills, including the ability to explain data-related issues to non-technical customers.
• Demonstrated commitment to promoting an inclusive work environment.
• This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

• Familiarity with USPS addressing and automation standards, including nonprofit mailing requirements.
• Experience preparing data for variable data printing or bulk mail production workflows.
• Experience working with production management or job ticket systems (e.g., Avanti) and performing basic quality assurance checks.
• Experience communicating directly with customers to resolve data issues and provide file preparation guidance.
• Ability to identify opportunities for process improvement related to data quality, workflow efficiency, or cost savings.

Working Conditions / Work Schedule

Primarily office/computer work with extended periods at a workstation performing data tasks. Occasional time on the production floor to support job preparation and quality checks; exposure to a fast-paced environment with paper dust and equipment noise. May require standing, bending, and grasping during production support tasks. Occasional lifting up to 50 pounds; team-lift for heavier items. Hearing protection is provided when working near equipment. A non-standard shift may occasionally be required to meet deadlines.

Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min Salary $18.06 Max Salary $24.99 Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/180311

Posting Detail Information

Posting Number P05663CT Number of Vacancies 1 Anticipated Appointment Begin Date 06/05/2026 Anticipated Appointment End Date Posting Date 05/22/2026 Full Consideration Date Closing Date 06/02/2026 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position. Cover letters are optional for this position and will not be used for evaluating your qualifications.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact: Michelle Dunks, michelle.dunks@oregonstate.edu

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has "critical or security-sensitive" responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team at employee.relations@oregonstate.edu.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Please describe your experience with processing mailing lists for pre-sort mail and include any software you have used in this capacity.

(Open Ended Question)

Documents Needed to Apply

Required Documents

Optional Documents

• Cover Letter
• VETERANS ONLY: Must provide proof of Veteran Status (DO NOT upload any unrelated documentation - information uploaded to this field will be removed once reviewed)