Office Specialist 2
: Job Details :

Initial Posting Date:

11/14/2024

Application Deadline:

12/01/2024

Agency:

Department of Human Services

Salary Range:

$3,218 - $4,338

Position Type:

Employee

Position Title:

Office Specialist 2

Job Description:

Office Specialist 2 / REQ-167903

Salary Range: $3218 - $4338

Location: Tigard

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!

Do you want to be part of a diverse workforce that collaborates and learns from each other to improve services that supports the elderly, people with disabilities and communities? Then, we want to hear from you!

SUMMARY OF DUTIES

In this position, you will perform support services duties for the district's managers, case managers, eligibility staff and provide customer services to clients, their families and the general public. Actively seek to achieve the DHS goals of integrity, stewardship, responsibility, respect, professionalism, innovation and service equity. The office is open from 8am-5pm, Monday through Friday. The needs of the public need to be adequately served.

Major duties include:

* Verify pay periods and calculate partial month hour break down as needed.

* Serve as contact for HCW and Clients regarding vacation hours and covering HCW payments. Create 546Ns and 546SFs (payment authorization forms) as authorized to do by Case managers.

* Review HCW inputs and contact Case Manager when hours worked is different than approved plan prior to making payment. Input vouchers for payment within the timeframe given in order for HCW to be paid by the set payment date. Complete any payment adjustments as needed.

* Serve as primary office contact with HCWs related to issues of issuance, payments, and general inquiries. Triage questions &/or concerns for appropriate referrals to Case Managers. agency referral form. Requires determining client needs through effective communication and knowledge of community resources.

* Provide clerical support services to case managers and eligibility workers including filing client information, packaging and labeling case files, computer input/data entry, filling out forms, and distributing computer printouts, copying materials as needed, ordering forms and office supplies, maintaining filing system for forms, using a state computer terminal to research and retrieve information about clients for staff. Process mail for distribution. Prepare and scan files into the state Electronic Document Management System (EDMS).

* Front desk receptionist, both telephone and walk-in. Answer incoming calls, determine nature of contact, and provide information, route calls to appropriate staff, forward calls to Voice Mail when staff is unavailable. Greet public coming into office and determine nature of their visit; direct to appropriate staff member/program area. Respond to routine and non-routine questions about agency services, providing information over the phone and in person, as needed. Abide by NVRA program requirements.

* Screen and direct walk-in clients and telephone callers for referral to other community services and resources, including other local, state, and federal agencies using agency referral form. Requires determining client needs through effective communication and knowledge of community resources.

WORKING CONDITIONS

Employees in these positions may be required to work a flexible work schedule as a condition of employment. This is understood to mean that the hours of work may vary from day to day and could include evenings and weekends under certain circumstances. Work schedule specifics will be determined by the hiring supervisor. Fast paced environment with constantly evolving policies and procedures. Repetitive motions, prolonged sitting, and daily computer and technology use. Will come in contact with animals, some which of may be dangerous. May be exposed to communicable diseases, such as the flu virus, Covid-19, and MRSA.

MINIMUM QUALIFICATIONS:

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:

* Experience gathering information from customers to help determine the type of services to meet the needs of the customer.

* Experience with repetitive data entry.

* Experience handling a high volume of multiple tasks with competing deadlines.

* Experience working with a variety of software and/or databases in an office setting.

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.

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

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

* The recruiter for this position is Jennifer Moisa If you contact the recruiter, please include the job requisition number.

* Email: ...@odhs.oregon.gov