Office Specialist 2

Initial Posting Date:

03/06/2024

Application Deadline:

03/20/2024

Agency:

Department of Human Services

Salary Range:

$3,006 - $4,338

Position Type:

Employee

Position Title:

Office Specialist 2

Job Description:

Office Specialist 2 / REQ-150685

Salary Range: $3006 - $4338

Roseburg office

We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the Equity North Star as our guide toward our vision of an agency free of discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply.

Do you want the opportunity to match the needs of people in the community with available federal, state and local programs or other resources to meet those needs? 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!

Oregon Department of Human Services (ODHS), A place to belong and make a difference!

• When you join the ODHS, you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.

• Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS' overall mission and vision.

• Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and competitive benefits packages including health, dental, vision and much more!

• About the program: Click here to learn more about Aging and People with Disabilities.

WHAT YOU WILL BE DOING

In this position you will provide secretarial, technical and administrative related tasks in support of the local Aging and People with Disabilities offices composed of eligibility workers, adult protective service workers, case managers, supervisors, and the District Manager. These efforts enable staff to achieve the Agency's mission.

General Office Support Duties:

Front desk - reception/phones. Greets customers in person and on the telephone, maintaining good relationships and communications with clients on a daily basis. Provide appropriate applications, paperwork and instructions, accept applications, verification and copy documents as necessary, take and route messages/initial contact and information to appropriate staff, use long-term care and other computer files/screens to obtain client information regarding status of benefits/services. Use of ONE system to schedule or reschedule appointments with Oregonians. Make referrals to community resources and services as appropriate. Issue temporary medical cards to clients using the MMIS system. Answer and directs incoming phone calls to appropriate worker. Issue and receive EBT cards and helps clients resolve EBT card problems and ensure the security, control and maintenance of the EBT process is in place. Process outgoing and incoming mail, Fed-Ex/UPS, and monitor the office postage. Prepares new case files, develops, and organizes new filing systems. Purge according to timelines and transfer files between workers and branches, record/distribute meeting minutes as assigned, operate and maintain office equipment and miscellaneous copying, filing, faxing, as assigned.

• EDMS - Sorting forms received into appropriate categories and scanning into EDMS.

• Receipting, recording, reporting and depositing negotiable instruments in accordance with established local procedures.

• General office filing, photocopying and faxing as needed or requested.

• Maintain professional and congenial relationships with clients, the public, and all branch staff. Keep manager informed of problem areas/offer solutions.

• Case Transfers: Transfer requests client files in and out, as needed. Maintain log of transfers. Respond to worker requests for information on location of transferred files.

WORKING CONDITIONS

Works primarily at a desk in a general office environment with some travel related to training or other meetings. Multiple and restrictive Federal and State regulations apply. Numerous procedures exist for processing assignments that vary in nature and must be completed timely and accurately. Must be able to communicate program requirements in a manner that facilitates understanding to the general public and impaired individuals. There is frequent use of a personal computer, telephones, photocopy machines, postage machine and other general office equipment. There may be exposure to communicable diseases. At times may have to deal with emotionally fragile and potentially hostile clients as well as people with hearing and speech difficulties. Physical demands of the position are limited.

WHAT YOU NEED TO QUALIFY/MINIMUM QUALIFICATIONS (MQ's):

• Two years of general clerical experience; one year of which included typing, word processing, or other experience generating documents.

OR

• An associate degree in any field.

OR

• An equivalent combination of education and experience.

ESSENTIAL ATTRIBUTES (EA's):

• Experience working well in a team environment.

• Experience applying professional communications skills that includes both written communications and verbal explanations to a diverse audience in a clear and professional manner.

• Organization: Experience being proactive in prioritizing tasks, tracking deliverables and maintaining resources to have available at a given moment.

• Attention to Detail: Demonstrates ability to maintain a high level of attention to detail, resourcefulness, intuition, and self-motivation while working independently.

• Critical Thinking: Experience using sound judgement to identify successful solutions to problems.

APPLICATION INSTRUCTIONS and REQUIREMENTS

• Clearly describe how you meet the minimum qualifications (MQ's) and essential attributes (EA's) within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.

• Please upload a resume or complete the Workday history profile. Your work history profile and/or resume are the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

• Current State of Oregon employees: Apply via your employee Workday account.

• If you are not a current State of Oregon employee: view this application instructional video.

• After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.

• Finalists for this position will be subject to a computerized criminal history and abuse check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.

• 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.

• A valid driver's license and acceptable driving record may be required if driving is a duty of this position.

HELPFUL INFORMATION

• This position is represented by the Union (SEIU).

• This recruitment may be used to fill future vacancies.

• Have questions about Workday, and want some tips on understanding the state application process? Check out our Oregon job opportunities page.

• If you need an accommodation under the Americans with Disabilities Act (ADA), have questions or need assistance with the application process, please contact ADA.DHS@dhsoha.state.or.us.

• For questions about the job duties or application process, please contact JENNIFER.M.MOISA@odhs.oregon.gov. Please be sure to include the job requisition number within the email.

We thank you for considering this employment opportunity with the Oregon Department of Human Services.