What are the responsibilities and job description for the Administrative Specialist 1(Bilingual English/Spanish Encouraged) position at Department of Human Services?
Initial Posting Date:
01/21/2025
Application Deadline:
01/28/2025
Agency:
Department of Human Services
Salary Range:
$3,705 - $5,066
Position Type:
Employee
Position Title:
Administrative Specialist 1(Bilingual English/Spanish Encouraged)
Job Description:
The
Oregon Department of Human Services
is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star
and our vision for a positive RiSE organizational culture
that 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! We are hiring an Administrative Specialist (Administrative Specialist 1 to join our Office of Training, Investigations, and Safety (OTIS) team. In this position, you will coordinate workgroup policy discussions, rule-making processes, and multi-agency partnership forums to communicate the core functions of the OTIS program. Apply today!
Bilingual English/Spanish Encouraged
While these positions do not require bilingual English/Spanish language skills, there is a need in the communities that we serve, and all are encouraged to apply! Bilingual differential pay is provided to positions that use a language other than English to fulfill their job duties within their position. Bilingual differential pay is 5% of the employee's base pay. To receive 5% differential, pay, you must pass test(s) evaluating your bilingual proficiency. Please indicate in your application materials if you are bilingual in English/Spanish.
Summary of Duties
As an Administrative Specialist 1, you will:
- Coordinate the administrative support function for the OTIS programs to ensure a consistent flow of agency-wide services and efficiencies are met, identify issues and employ the use of continuous improvement methods to improve performance, resolve problems, and clarify processes that impact service delivery.
- Review, revise and edit drafts of abuse investigation reports, administrative rules or other program related documents so they meet relevant statutory, rule, policy, practice guidelines.
- Develop procedures, administrative methodology and reports to ensure accurate and timely adherence to DAS or DHS policies.
- Track data and maintain filing system and database containing critical documents used to complete mission-critical work for the program.
- Respond to inquiries from multiple agencies, professionals, and the public that require an understanding of applicable federal/state law, agency policies, and procedures that apply to the respective program areas.
- Research information as necessary such as HIPAA policies for redaction of confidential information in reports and appeal processes.
- Coordinate hearings, training, workshops and other communication forums for program areas, the general public, field office staff and other entities.
Minimum Qualifications
A valid driver’s license and acceptable driving record are required for this position or you must have an appropriate form of transportation.
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:
- Experience handling confidential or sensitive situations and information with unwavering professionalism.
- Experience communicating complex information in writing and verbally so others can understand.
- Experience conducting work that requires attention to detail and a high level of accuracy.
- Experience integrating equity in your daily work and interactions.
- Preference will be given to those who have English/Spanish language skills, Please indicate in your application materials if you are bilingual in English/Spanish.
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.
Working Conditions
- Hybrid work option available after the first 6 months of being in the office. You will need to come into the Salem office weekly business needs.
- Frequent exposure to sensitive information and evidence, such as reports and photographs regarding the abuse and neglect of vulnerable adults and children.
- Position involves a high workload volume that requires the ability to coordinate operations for multiple OTIS program areas; each with a high level of activity that can be unpredictable and fast paced.
- Requires the ability to prioritize to meet required deadlines.
- Ability to work in an area of moderate noise level with many distractions and maintain good working relationships with other employees in the unit and office.
- Subject to interruptions via telephone and in person.
- Requires daily computer usage, typing, sitting for extended periods of time at desk.
- Ability to provide quality customer service via telephone usage and in person.
- 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 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.
Benefits
- ODHS Employee Resource Groupcommunities that promote shared learning.
- Cost of Living Adjustments.
- Annual salary increases (until you reach the top of the listed salary range).
- Amazingbenefits package.
- Possible eligibility for thePublic 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
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 Marina Nieblas.
- Email: Marina.Nieblas@odhs.oregon.gov
- Phone (call or text): 503-507-5766
