Administrative Specialist 2

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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!

Ready to take charge and make things happen We are seeking a driven professional to join our team as an Administrative Specialist 2. If you thrive on organization leadership and making a difference this is your moment!

Summary of Duties

As an Administrative Specialist 2 you will:

• Set up and maintain administrative standards policies procedures and workflows to meet project deadlines and will explain practices rules and policies to diverse audiences.

• Manage office supplies by ordering and maintaining them and will process and pay invoices.

• Support staff coordination recruitment activities and position management by monitoring tasks and providing necessary documentation.

• Manage confidential and sensitive information.

• Support clerical and reception duties and lead other clerical staff.

• Analyze data and provide reports and documents utilizing Office 365 Suite to support management and agency staff.

• Help onboard new employees develop training plans and conduct both initial and ongoing training for clerical staff.

Minimum Qualifications

• Three years of secretarial or administrative support experience that includes:

  • coordinating office procedures

  • preparing narrative and statistical reports

  • andadministrative data collection and analysis;OR

• An associate degree in general office occupations and two years ofsecretarial or administrative support experience that includes:

  • coordinating office procedures

  • preparing narrative and statistical reports

  • andadministrative data collection and analysis; OR

• An equivalent combination of education and experience.

Essential Attributes

We are looking for candidates with:

• Experience communicating calmly and professionally with internal and external customers by phone email or in person using active listening and empathy to address a variety of needs.

• Experience applying feedback and past lessons to new situations demonstrating a commitment to continuous improvement.

• Experience inspiring others promoting a positive team culture and supporting colleagues through coaching delegation and motivation.

• Experience analyzing problems applying policies and considering long-term impacts to make sound informed decisions.

• Experience collaborating with diverse teams building trust and adapting to different communication and learning styles.

• Experience managing time and priorities effectively in fast-paced high-volume environments.

• Experience setting and achieving goals while independently identifying and resolving obstacles or inefficiencies to improve results.

Working Conditions

• This is an in-person position duties will be conducted in an office setting.

• Employees work schedule will be Monday - Friday from 8 am - 5 pm PT; hours may fluctuate based on service needs.

• Occasional travel may be required for meetings trainings or to support other district offices for training or coverage.

• Rare overnight travel may be required.

• Activities include lifting or maneuvering up to forty-five pounds when receiving and managing equipment and office supplies.

• You may interact with individuals experiencing trauma or crisis. There may be times when individuals struggle with managing their emotional responses.

• You may encounter situations requiring quick decision-making to ensure the safety of oneself or others.

Attention all candidates! 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.

• Your application materials are used to determine your starting salary range. Please ensure that all education and experience you would like considered are included in your application materials. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application. You can attach multiple files in this area at once.

• The State of Oregon does not request or require your age date of birth attendance or graduation dates from an educational institution during the application process. If you are selected as the final candidate and a degree is listed as a minimum qualification for the position please be prepared to provide verification of your completed education before moving forward in the hiring process.

• Artificial Intelligence (AI) Usage: 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 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 drivers license and acceptable driving record are required for this position.

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

• Veterans preference information.

• How to submit your Veteran documents for preference. Please do not attach your Veterans preference documentation in the Resume/CV field of your application.

General Information

• This is a permanent full-time 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

Please contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA) and application or Job-specific questions.

Please include the job requisition number: REQ- 188980 .

• Recruiter: Amanda Alvarado.

• Email:

• Phone (call or text): .