Office Specialist 2 - State of Oregon : Job Details

Initial Posting Date:

12/19/2024

Application Deadline:

01/02/2025

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 various functions of the Central Delivery Supports team through performing administrative support tasks to allow contract administrators, placement specialists and our exception coordinators to focus on serving consumers and/or case managers that serve consumers. Apply today!

Note: this position will receive a Cost of Living Adjustment (COLA) increase of 6.55% which is not reflected in the salary listed in this posting. The effective date of the increase is January 1, 2025 for February 1, 2025 paychecks.

Summary of Duties

As an Office Specialist, you will:

* Schedule unit meetings and other meetings.

* Create or modify forms.

* Answer general questions from providers or contractors regarding contracts or exceptional payments.

* Assist with hiring by screening applicants, scheduling interviews, completing hire request forms, taking notes at interviews and other duties related to hiring as directed.

* Use ODHS's Cell phone coordination database/service Wireless Watchdogs conduct the following activities.

* Order new phones for newly hired, transfer or promoted

* Send obsolete or unused/no longer needed phones back to Wireless Watch dogs.

* Purchase items for APD consumers or office supplies using their state issued SPOTs card.

* Review private pay PASRR requests and maintain a spreadsheet for all PASRR actions.

* Scan/file documents to store in the unit's IDrive and/or Laserfiche.

* Input newly referred clients into Units database.

* Update the Oregon Access Database with the client's current address and updates in ONE as well if needed.

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 creating forms utilizing Adobe Pro and/or Microsoft Word.

* Experience creating and maintaining data on spreadsheets and/or Sharepoint, including creating graphs to show data.

* Experience keeping track of numerous deadlines and notifying peers of those deadlines.

* Experience making purchases on behalf of an agency or company and documenting those purchases.

Attention all candidates! 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. You will be required to come into the office at least one day a week and occasionally more for business needs.

* Weekly travel to primary office in Salem may be needed.

* 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: [email protected]

* Phone (call or text): 503-###-####