Office Specialist

Initial Posting Date:

07/02/2024

Application Deadline:

07/16/2024

Agency:

Department of Human Services

Salary Range:

$3,218 - $4,338

Position Type:

Employee

Position Title:

Office Specialist

Job Description:

Office Specialist 2 / REQ-160555

Salary Range: $3218 - $4338

Lakeview 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 clerical support for the administration of Title XIX, Food Stamp and Social Service programs. The purpose of these programs is to assure a continuity of care that allows the disabled and the elderly who qualify for APD programs to maintain or achieve maximum physical and emotional independence in the least restrictive setting, and to assure that persons eligible for the above benefits receive them in a timely and accurate manner. The office specialist is responsible for assuring that the functions which support the programs flow smoothly to maximize services to our clients. This position provides a wide variety of secretarial, technical, and minor administrative tasks in support of the branch office operation.

General Office Support Duties:

• Regular attendance is an essential function required to meet the demands of this job and to provide necessary services. Employee is required to do the following:

• Front Desk Coverage including greeting walk-in traffic, logging in their information, answering questions and giving resources, and contacting the appropriate staff for consumers.

• Entering consumers information (application registration) into the Oregon Eligibility (ONE) program.

• Creating face to face appointments and phone appointments into the ONE eligibility program.

• EBT Card Issuing and Tracking following written processes.

• Scanning files to the ONE program for eligibility purposes.

• Cancelled Checks - logging checks, notifying the appropriate worker, narrating actions, and locking check in safe per written office procedure.

• Process Incoming Mail- follow internal written processes for the proper handling and distribution of mail.

• Meeting Minutes when assigned - typing minutes and attendance, submitting to supervisor for approval, then saving to the local network drive depending on the type of meeting.

• Reports (Run & Track) - sending end of the month clerical and HSS3 contact statistics to the manager and saving to the local drive. Also includes creating the log to gather information for a new year.

• Voter Registration - send voter registration information to the proper channels and keeping statistics as outlined in the National Voters Registration written process.

• Telephone Systems & Issues - setting up voicemail boxes, unlocking phones when needed, assisting with user issues.

• Receive Home Care Worker applications, review for completeness and send to the Home Care Worker Clerk.

• Process Homecare worker time through the provider time capture program.

• Scanning files to EDMS (Electronic Data Management System) Following written processes.

• Hearing Requests - scan all given materials to the appropriate entity as requested by a worker.

• Scheduling preventive maintenance on the vehicle fleet.

WORKING CONDITIONS

General office conditions. The work schedule for this position is Monday through Friday (8 a.m. - 5 p.m.) for a 40-hour work week. May require some overtime work before and after scheduled work hours and on weekends. This position is in an office environment that includes long periods of sitting for data entry, document reviews and desk side interviewing. Daily ongoing use of a computer, keyboard, and monitor are necessary. This position may include contact with hostile and/or difficult individuals and potential exposure to communicable diseases.

This position requires a good attendance pattern, and appropriate use of accrued paid leave in order to ensure branch coverage for vacations and other leaves, as well as acceptable customer service for our clients, community partners and the general public.

This position requires occasional travel of more than 100 miles per one-way trip which requires a valid driver's license and an acceptable driving record. If you do not, you must be able to provide an alternate method of transportation. Travel may be in inclement weather.

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 providing good customer service, both on the phone and in person.

• Experience providing appropriate oral and written communication.

• Experience proficiently using a variety of information technology.

• Experience using excellent time management, working well in a team and experience defusing situations.

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.