Office Specialist 2

Initial Posting Date:
11/21/2024

Application Deadline:
12/05/2024

Agency:
Department of Human Services

Salary Range:
$3,218 - $4,338

Position Type:
Employee

Position Title:
Office Specialist 2

Job Description:

The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to help us achieve our vision of a diverse and inclusive community.

Opportunity awaits! Unlock your potential as an Office Specialist 2, the pivotal role that drives efficiency and innovation in the workplace. We are hiring an Office Specialist to join our team. In this position, you will support the Adult Protective Services Facility Report Review Team, Central APS, regional APSS reviewers, as well as general office support. You must utilize judgement in prioritizing workflow and be knowledgeable of issues representing potential abuse and neglect. Apply today!

Summary of Duties

As an Office Specialist, you will:

• Assist the Adult Protective Services Specialists (APSS) with online file creation and maintenance.
• Develop and maintain an online Tracker for work assignment and data collection.
• Provide support with office supply ordering, state vehicle availability, and general office support.
• Respond to routine and non-routine questions about agency services, providing information over the phone and in person, as needed.
• Create and maintain calendars for the Facility RRT. Make/cancel/reschedule appointments for workers as needed.
• Collaborate with Central APS Support Staff to provide back up for selected functions.
• Maintain computer literacy in multiple software programs including Microsoft Office suite, Centralized Abuse Management (CAM), Teams, etc.

Minimum Qualifications

A valid driver's license and acceptable driving record are required for this position or an appropriate form of transportation.

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.

Essential Attributes

We are looking for candidates with:

• Experience working with teams across different departments to ensure smooth operations using virtual tools such as Teams, Zoom, etc.
• Experience with data entry, database management and maintaining records and files (both digital and paper).
• Must have knowledge of laws, regulations, policies and procedures governing confidentiality of client records.
• Experience using problem solving skills to address challenges, find effective solutions, and improve overall productivity.

Attention all candidates! A cover letter is required. Clearly describe how you meet the minimum qualifications and essential attributes in your application materials. Your application materials will determine if you are selected to move forward in the selection process. Please include detailed work and education history.

Working Conditions

• Hybrid work optional. Frequent in person work at the Human Services Building in Salem is required, potentially daily. This position is scheduled Monday through Friday, 8:00am to 5:00pm.
• Frequent exposure to sensitive and confidential information and evidence such as reports and photographs regarding the abuse and neglect of vulnerable adults.
• Position involves a rigorous volume of workload that requires the ability to coordinate APS unit operations for statewide support of APS.
• Requires the ability to prioritize to meet required deadlines.
• Ability to work in an area with moderate noise levels with multiple distractions and maintain good working relationships with other employees.
• Subject to interruptions via telephone and in person.

Background Checks and Requirements

• If selected as a finalist, we will conduct a criminal history and background check. Adverse criminal history or background check may lead to disqualification. Additional background check information.
• The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.

Benefits

• ODHS Employee Resource Group communities that promote shared learning.
• Cost of Living Adjustments.
• Annual salary increases (until you reach the top of the listed salary range).
• Amazing benefits package.
• Possible eligibility for the Public Service Loan Forgiveness Program.

Employment Preference

Veterans' preference:

• Veterans' preference information.
• How to submit your Veteran documents for preference. Please do not attach your Veterans' preference documentation in the Resume/CV field of your application.

General Information

• This is a permanent, full-time position and is represented by the Service Employees International Union (SEIU).
• This recruitment may be used to fill future vacancies in the same classification.

Contact Information

We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.

• The recruiter for this position is Marina Nieblas.
• Email: Marina.Nieblas@odhs.oregon.gov
• Phone (call or text): 503-507-5766