State of Oregon
Administrative Specialist 1
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! As the dynamic needs of the office evolve, the Administrative Assistant stands at the forefront, ensuring seamless support for colleagues and exceptional service for clients. In the fast-paced world of deadlines, your exceptional organizational skills and time management are not merely assets; they are essential lifelines that empower your team to thrive. If you are ready to ignite your career, we invite you to seize the moment and apply today! Summary of Duties As an Administrative Specialist you will: Support counselors in their role ensuring client services are being provided. Process records requests from multiple agencies in accordance with agency records policy and client's privacy rights. Provide person centered direct support services to consumers with disabilities by assisting with completion of application forms, gathering information to assist in determining eligibility for VR services. Assist with scheduling/rescheduling evaluations. Routinely contact consumers by telephone, in writing and in person to provide follow-up services. Assist in the program's case management system (ORCA), understanding of caseload management, budget and financial management. Complete exception requests/purchase orders with vendors and submit the required documentation to the Office of Contract and Procurement. Minimum Qualifications A valid driver's license and acceptable driving record are required for this position. Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR An equivalent combination of education and experience. Essential Attributes We are looking for candidates with: Proven experience utilizing time management, organization, and prioritization skills to meet deadlines. Experience communicating complex information verbally and in writing to people with diverse education, language, and cultural backgrounds through different platforms. (I.e., cell phone, email, in person). Previous administrative experience to include managing a front desk, answering the phones, and providing administrative support to program staff. Experience and understanding with bill paying, reviewing invoices and reports for accuracy. Experience entering, updating, and retrieving information in Database software in a timely and efficient manner. Attention all candidates! Please make sure your application materials, resume and job history, are clearly outlined as this information will be used to determine your starting salary range. If selected as the top candidate for this position, and education is a requirement in the minimum qualifications, please be prepared to provide verification of your college/university degree with month/year of completion for further consideration.
Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application. The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification. Working Conditions General office environment to include daily work with a diverse group of program participants who have physical, mental and/or emotional disabilities. Work schedule is Monday
Friday, 8am
5pm. Once your trial service is complete, flexible schedule details may be an option to be discussed with your hiring manager. This role has frequent interruptions due to phone calls, and staff or client needs. Must have the ability to prioritize and work under critical timelines. Travel may be required based on business needs. Must possess a valid driver's license and acceptable driving record. Reasonable accommodations per the ADA or other solutions in certain cases may be used to meet this need. You will interact with a diverse range of individuals, including those who may struggle with emotional regulation. This position may involve handling stressful situations that demand rapid decision-making skills. 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. 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: 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 The recruiter for this position is Rochelle Peters. If you contact the recruiter, please include the job requisition number. Email: Rochelle.m.peters@odhs.oregon.gov
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! As the dynamic needs of the office evolve, the Administrative Assistant stands at the forefront, ensuring seamless support for colleagues and exceptional service for clients. In the fast-paced world of deadlines, your exceptional organizational skills and time management are not merely assets; they are essential lifelines that empower your team to thrive. If you are ready to ignite your career, we invite you to seize the moment and apply today! Summary of Duties As an Administrative Specialist you will: Support counselors in their role ensuring client services are being provided. Process records requests from multiple agencies in accordance with agency records policy and client's privacy rights. Provide person centered direct support services to consumers with disabilities by assisting with completion of application forms, gathering information to assist in determining eligibility for VR services. Assist with scheduling/rescheduling evaluations. Routinely contact consumers by telephone, in writing and in person to provide follow-up services. Assist in the program's case management system (ORCA), understanding of caseload management, budget and financial management. Complete exception requests/purchase orders with vendors and submit the required documentation to the Office of Contract and Procurement. Minimum Qualifications A valid driver's license and acceptable driving record are required for this position. Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR An equivalent combination of education and experience. Essential Attributes We are looking for candidates with: Proven experience utilizing time management, organization, and prioritization skills to meet deadlines. Experience communicating complex information verbally and in writing to people with diverse education, language, and cultural backgrounds through different platforms. (I.e., cell phone, email, in person). Previous administrative experience to include managing a front desk, answering the phones, and providing administrative support to program staff. Experience and understanding with bill paying, reviewing invoices and reports for accuracy. Experience entering, updating, and retrieving information in Database software in a timely and efficient manner. Attention all candidates! Please make sure your application materials, resume and job history, are clearly outlined as this information will be used to determine your starting salary range. If selected as the top candidate for this position, and education is a requirement in the minimum qualifications, please be prepared to provide verification of your college/university degree with month/year of completion for further consideration.
Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application. The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification. Working Conditions General office environment to include daily work with a diverse group of program participants who have physical, mental and/or emotional disabilities. Work schedule is Monday
Friday, 8am
5pm. Once your trial service is complete, flexible schedule details may be an option to be discussed with your hiring manager. This role has frequent interruptions due to phone calls, and staff or client needs. Must have the ability to prioritize and work under critical timelines. Travel may be required based on business needs. Must possess a valid driver's license and acceptable driving record. Reasonable accommodations per the ADA or other solutions in certain cases may be used to meet this need. You will interact with a diverse range of individuals, including those who may struggle with emotional regulation. This position may involve handling stressful situations that demand rapid decision-making skills. 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. 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: 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 The recruiter for this position is Rochelle Peters. If you contact the recruiter, please include the job requisition number. Email: Rochelle.m.peters@odhs.oregon.gov