Office Specialist 2
Office Specialist 2
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$ 3429 - 4622
1 Vacancy
Job Description
Initial Posting Date:
04/16/2025Application Deadline:
04/23/2025Agency:
Department of Human ServicesSalary Range:
$3429 $4622Position Type:
EmployeePosition Title:
Office Specialist 2Job Description:
Office Specialist 2 / REQ177270
Salary Range: $3429 $4622
Location: Beaverton
The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by ourEquity North Starand our vision for a positiveRiSE organizational culturethat 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.
** Bilingual Preferred English & Russian **
You do not need to be bilingual to apply or be considered for this position. If you are bilingual we encourage you to apply! We serve diverse communities and recognize the importance of serving people in their preferred language. If interested in using your bilingual language skills upon passing the test you will receive 5 bilingual differential pay. * Please note: All required languages must have an available test.
OPPORTUNITY AWAITS! Join us at the forefront of OEP where your daily contributions in office support and administration will shape the experience of every visitor and enhance the efficiency of our executive teams!
SUMMARY OF DUTIES
In this position you will be responsible for the daily office support administrative and records tasks for APD SSP and OEP staff composed of Eligibility workers Adult Protective Service workers home care worker registry Case Managers and supervisors. This position sits at the front desk and welcomes individuals into the secured area coordinates mail reviews records and information and takes actions based on protocols and procedures. This position assists with scheduling note taking from meetings following up on action items and supporting staff and community connections. This position engages directly with OEP executive teams. This position is not eligible for a remote schedule.
Administrative and Clerical Support:
Greets customers and providers in person and on the telephone.
Answers and directs incoming phone calls to the appropriate worker department or office.
Takes and routes messages/initial contact and information to appropriate staff.
Answers general questions about APD SSP and OEP programs.
Maintains Professional and congenial relationships with clients the public and all branch staff. Keep manager informed of problem areas/offer solutions.
Provides appropriate applications paperwork and instructions.
Accepts applications verification and scan/copy documents as necessary.
Makes referrals to community resources and services as appropriate.
Establishes and maintains programrelated administrative support standards procedures and workflow.
Record Processing/Technical:
Uses longterm care system Oregon Access in conjunction with ONE and other computer files/screens to obtain client information regarding status of benefits/services.
Uses ONE system to schedule or reschedule appointments with Oregonians.
Assists providers with questions regarding Provider Time Capture (PTC) system and other payment methods.
Issues temporary medical cards to clients using the MMIS system.
Issues and receives EBT cards; helps clients resolve EBT card problems; and ensure the security control and maintenance of the EBT process is in place.
Operates and maintains office equipment and miscellaneous copying filing and faxing as assigned.
Manages received documents through ONE and/or Laserfiche by sorting scanning and categorizing forms into the appropriate system.
Learn more about our programs as your work providing services will be through the Aging & People with Disabilities Program(APD) SelfSufficiency Program (SSP) and the Oregon Eligibility Partnership (OEP).
WORKING CONDITIONS
Work is performed in the office Monday Friday 8am 5pm. Works primarily at the front desk in a general office position is expected to be onsite most of the time. This position works as part of a crossdepartmental team. Physical working conditions normally consist of those in a standard office environment. Considerable use of a computer is involved and requires the ability to sit for long periods of time. Must be able to lift and carry 40 lbs. (approximate weight of a box of paper). Occasional pressured situations may develop which require positive response by the employee. May be required to travel in inclement weather conditions and overnight. Job may be fast paced with high volume of client contact computer data entry and paperwork. The employee 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 include evenings and weekends. Report to work as scheduled. Work schedule specifics will be determined by the hiring supervisor and are subject to change based on business and staffing needs. Work will be done in the office remotely and within the community. Office environment work may have frequent customer contact while stationed at the front desk.
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
We are looking for candidates with:
Experience scheduling appointments for people in crisis in an environment with a high volume of tasks and completing deadlines.
Experience working within an environment requiring strong deescalation skills including working with a diverse population.
Experience asking probing empathetic questions that help uncover the services or support that best meet the customers needs while providing reassurance and understanding throughout the conversation.
Experience working with a variety of software and/or databases to manage and retrieve client information and complete administrative tasks.
Proven ability to learn new tasks processes and systems effectively and efficiently.
ATTENTION ALL CANDIDATES!
Please make sure your application materials resume or job history are clearly outlined as this information will be used to determine your starting salary range. Note: Your cover letter (if requested) and resume 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.
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 Securitys I9 form confirming authorization to work in the United States. ODHS will use EVerify to confirm that you are authorized to work in the United States.
BENEFITS
Amazing benefits package.
Cost of Living Adjustments.
Possible eligibility for the Public Service Loan Forgiveness Program.
Annual salary increases (until you reach the top of the listed salary range).
ODHS Employee Resource Group communities that promote shared learning.
EMPLOYMENT PREFERENCE
GENERAL INFORMATION
This is a permanent fulltime 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 for accommodation requests under the Americans with Disabilities Act (ADA) application questions or jobspecific questions.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
