Counselor Assistant (Administrative Specialist 1)
Counselor Assistant (Administrative Specialist 1)
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Job Description
Initial Posting Date:
06/09/2025Application Deadline:
06/18/2025Agency:
Department of Human ServicesSalary Range:
$3705 - $5066Position Type:
EmployeePosition Title:
Counselor Assistant (Administrative Specialist 1)Job Description:
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.
Please read through entire post as a cover letter is required to be considered.
Opportunity awaits!
Join our team to provide essential client support and technical casework assistance to Vocational Rehabilitation counselors and the Branch Managermake a direct impact every day! Apply now!
As a Counselor Assistant (Administrative Assistant 1) you will work in our Portland office on NE 102nd Avenue assisting Oregonians in-person. Vocational Rehabilitation assists Oregonians with disabilities to achieve and maintain employment and independence.
Summary of Duties
As a Counselor Assistant you will be:
Processing records requests from multiple agencies in compliance with agency policies and client privacy rights. Collaborating with Vocational Rehabilitation Counselors to review tracking reports and ensure timely receipt of medical records for eligibility determination.
Adhering to state and federal fiscal regulations including delegated signature authority contract administration procurement procedures and vendor verification and authorization. Supporting financial processes such as tracking and reissuing lost warrants and assisting with notarization when necessary. Experience with auditing client service billing invoices and payment records to ensure accuracy and compliance.
Providing direct person-centered support to individuals with disabilities by guiding them through application processes collecting documentation and facilitating eligibility determinations for Vocational Rehabilitation services.
Maintaining ongoing communication with consumers via phone written correspondence and in-person interactions to offer follow-up services and monitor progress toward employment goals.
Answering and managing a multi-line telephone system responding to inquiries about Vocational Rehabilitation services providing program information and scheduling intake appointments as needed.
Tracking and monitoring client appointments including missed or rescheduled sessions and reporting relevant updates to the Branch Manager.
Learn more about our programs as your work providing services will be through the Vocational Rehabilitation Program and by viewing/listening to .
Minimum Qualifications
A valid drivers license and acceptable driving record or appropriate form of transportation is needed. Reasonable accommodations per the ADA or other solutions in certain cases may be used to meet this need. AND
A cover letter. Please include a cover letter that describes how your skillset and experience align with the responsibilities and qualifications of this role. You must include a cover letter to be considered 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:
Extensive experience working either professionally or personally with individuals facing physical mental and emotional disabilities. Demonstrating a deep understanding of the importance of mindfulness empathy and informed care to support diverse needs effectively.
Demonstrated experience working independently as a self-starter utilizing sound judgment to make informed decisions with minimal supervision. Experience consistently exceling in maintaining focus organization and effective time management to achieve objectives efficiently.
Excellent verbal and written communication skills with the ability to engage professionally and effectively in person by phone and through virtual platforms with colleagues management agency partners and the public.
Experienced in handling sensitive and confidential information with integrity discretion and a strong commitment to privacy and ethical standards.
Demonstrated experience in auditing client service billing invoices and payment records to ensure accuracy and compliance.
Proficient in executing a range of clerical and administrative functions with strong technical and secretarial support capabilities. Experience should include computer proficiency using programs Microsoft Suites Adobe Word Excel OneNote Outlook Teams etc.
Demonstrated experience coordinating and managing diverse tasks and activities to ensure timely and successful completion of projects and assignments.
Attention all candidates!
A cover letter is required. Clearly describe how you meet the minimum qualifications and essential attributes in your application materials. Your application materials will determine if you are selected to move forward in the selection process. Please include detailed work and education history.
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. 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
Work is conducted in the Portland branch office working a tradition work week Monday-Friday.
Daily work with a diverse group of program participants who have physical mental and/or emotional disabilities.
Work in an environment with frequent interruptions due to phone calls and staff or client needs.
Must have the ability to prioritize and work under critical timelines.
Local or out of town travel is necessary at times.
You will interact with a wide range of people including some who have experienced trauma and may exhibit challenges in controlling their emotions.
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 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:
General Information
This is a Permanent full-time position and is represented by the Service Employees International Union (SEIU).
For every position there are two different pay scales AA and AP. The difference between the two rates reflects whether the employee is PERS eligible. Employees that are not eligible for PERS start out at the AA rate. If you are not initially eligible for the PERS rate once you become eligible your salary will automatically move to the AP rate increasing by 6.95% to adjust for the monthly 6% employee PERS deduction.
This recruitment may be used to fill future vacancies in the same classification.
Contact Information
We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA) application questions or job-specific questions.
The recruiter for this position is Yvette Medford. Please include the REQ# when corresponding.
Phone (call or text):
Come for a job. Stay for a career. Make a difference... for a lifetime!
Required Experience:
Unclear Seniority
Employment Type
Full-Time
