Administrative Specialist 1
Administrative Specialist 1
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Job Description
Initial Posting Date:
04/22/2025Application Deadline:
04/29/2025Agency:
Department of Human ServicesSalary Range:
$3705 $5066Position Type:
EmployeePosition Title:
Administrative Specialist 1Job Description:
Administrative Specialist 1 / REQ178740
Salary Range: $3705 $5066
Location: Grants Pass
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.
OPPORTUNITY AWAITS!
Step into a rewarding position as an Administration Specialist where your multifaceted support will drive efficiency and ensure that essential services reach those who need them most fostering independence for our vulnerable populations.
SUMMARY OF DUTIES
In this position you will coordinate tasks in support of agency operations through development of procedures and systems to ensure efficient flow of information for service delivery. The office provides social and financial services to seniors and people with disabilities who are recipients of Medicaid SNAP and other programs.
Major duties include:
In support to the Supervisor coordinate administrative tasks. Work within broad guidelines to ensure a smooth flow of services and operations which may include tracking scheduling and delivery of services. Draft compose and produce confidential and sensitive correspondence and reports as assigned; communicate in person by telephone and in writing with agency staff other state and local government agencies and the general public to provide or request information respond to questions and complaints and explain agency policies and procedures as they relate to specific operations. Present workshops and develop procedures as needed. Accept and complete special assignments using independent judgment as requested by Supervisor. Maintain written office procedures.
Coordinate POC and prior authorizations for contract nursing behavior support specialists home delivered meals inhome care agencies and other providers.
Coordinate purchasing for the office following contracts and established ODHS Office of Financial Services policies and procedures. Draft justification letters for purchases. Reconcile discrepancies on purchase orders with vendors. Use SPOTS card submit records timely and keep required documentation on purchases. Respond to questions and complaints and explain agency policies and procedures as they relate to vendor payment system.
- Coordinate with Facilities and vendors on all building related needs. Coordinate cubicle builds and adjustments. Assist with ergo assessments.
- Coordinate maintenance and repairs of State Vehicles.
- Track State cell phone devices trouble issues with staff/supervisors and share usage reports.
- Develop procedures systems and forms necessary to complete work and ensure delivery of services within the agency and with other agencies vendors or contractors and determine appropriate and most costeffective special purchases of supplies and equipment.
- Complete reception duties including receiving and routing phone calls.
- Track usage and order supplies for postage meters.
- Accurately perform depositing recording reporting and correcting deposits.
- Order and distribute EBT cards. Backup Home Care Worker Clerk and oversee volunteers. Provide clerical backup to other District branches as needed.
WORKING CONDITIONS:
General office environment. Very limited physical exertion. Frequent contact with agitated hostile clients; exposure to communicable diseases. Infrequently may need to drive a state car to attend trainings to provide back up to other APD offices and for other miscellaneous needs.
WHAT YOU NEED TO QUALIFY/MINIMUM QUALIFICATIONS:
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:
Experience providing administrative support functions to a diverse leadership team.
Experience efficiently and effectively training new support staff hires.
Experience navigating multiple data bases efficiently.
Experience applying great organizational skills and being a dependable resource to a team.
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
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:
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.
The recruiter for this position is Jennifer Moisa. If you contact the recruiter please include the job requisition (REQ) number listed at the top of this job post.
Email:
Required Experience:
Unclear Seniority
Employment Type
Full-Time
