What are the responsibilities and job description for the Office Specialist 2 - Discovery Clerk position at Department of Human Services?
Initial Posting Date:
11/12/2022
Application Deadline:
11/27/2022
Agency:
Department of Human Services
Salary Range:
$2,823 - $4,073
Position Type:
Employee
Position Title:
Office Specialist 2 - Discovery Clerk
Job Description:
We want to invite you to consider joining our team!
Please note **Our job board will be down in the evenings from 5:00pm – 5:00am from Nov 11 – Nov 18. The job board will be available during business hours and on weekends**
Would you enjoy collaborating with several different parties? Are you skilled in tracking multiple things at once? Would you be interested in joining a diverse team that is dedicated to serving children, families, and communities? If so, we’d love to hear from you!
We are seeking an Office Specialist 2 - Discovery Clerk to join our Office of Child Welfare team.
We would be delighted to receive your application if you are interested in working as an Office Specialist 2. You would be joining a community-integrated office with a family-like atmosphere and colleagues who are very involved in the area.
We are committed to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer and 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.
Oregon Department of Human Services (ODHS), A place to belong and make a difference!
When you join the
ODHS
, you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.
Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS’ overall mission and vision.
We are committed to building an antiracist and equitable agency. Equity is foundational to our role as a human services agency, and we are committed to integrating equity into all we do. The
Equity North Star
has four points that explain the agency's goals related to equity, inclusion, and racial justice.
We know that life is unpredictable and ODHS cares about keeping you well. Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and
competitive benefits packages
including health, dental, vision and much more!
Your duties at a glance
As an Office Specialist 2 you will support to maintain a work environment that respects, understands, and honors lived experiences promoting a landscape where others feel welcomed, appreciated, and valued.
As an employee working within the
Child Welfare Program
, you will have an opportunity to make a meaningful difference in the lives of Oregon’s most vulnerable children and families. Your dedication will help us achieve the Child Welfare Vision for Transformation
that will support children and young adults to be safer, healthier, experience less trauma and achieve a greater well-being.
As an Office Specialist 2, you will:
- Greets general public and other agency officials at the front reception desk, providing assistance as needed. Notifies appropriate staff of arrivals. Directs visitors to appropriate meeting rooms. Maintains lobby area according to the office policy and direction
- Answer’s telephone calls and directs calls and inquiries as appropriate in a timely and respectful manner
- Distributes client gas vouchers and bus passes, obtaining necessary signatures, and maintains log of vouchers issued
- Enters gas and bus information into OR-Kids and TRACS
- Receives medical records in various formats, printing if necessary
- Logs 501A forms received for services not covered by the Oregon Health Plan or when client does not have insurance coverage
- Supports the certification and adoption units of the branch by updating home provider records, case and person information
- Scanning certification packets and other documents related to foster provider files or adoption/guardianship provider files to the case file cabinet in OR-Kids
- Coordinate and schedule all facilitated meetings for the branch which include, but are not limited to, Child Safety Meetings, Oregon Family Decision Meetings, Family Decision Meetings, Sensitive Case Staffing, High Risk Staffing and Permanency Committees
What you need to qualify
- Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents, or;
- An Associate's degree, or;
- Graduation from a private school of business with a certificate AND one year of general clerical experience.
Essential attributes
We are looking for candidates with:
- Ability to adapt communication style to the intended audience, listen intently, and speak with empathy.
- Demonstrated experience proactively communicating through different modes of communication (examples: cell phone, email, in person, Microsoft Teams).
- Ability to communicate through a trauma-informed lens.
- Dedication to becoming trauma-informed, anti-racist, and accessible to all regardless of identity status.
- Experience navigating Microsoft Office (Outlook, Word, Excel) and different basic computer software.
- Ability to assess difficult and complex situations under pressure and make appropriate decisions.
- Experience providing customer service that is present, engaging, embodies a positive approach, and consistently exceeds customer expectations.
Please be sure to clearly describe how you meet these attributes within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.
Working conditions
As part of your job with Child Welfare you may work with hostile and resistant clients in person, by phone, or by email. You are expected to work competently within the agency's electronic information systems. Your competencies shall minimally include Microsoft Teams, Microsoft Word, Microsoft Excel, Microsoft Outlook and OR-Kids. You may be required to develop competencies in other computer applications depending on your job assignment. There may be prolonged periods of sitting or standing in front of a computer. You will be working in an open office environment with noise from telephones, printers, and other staff. The nature of conversations you may overhear may include uncomfortable topics related to child abuse and neglect. The employee must be able to work with frequent interruptions or distractions. Position may require some travel to do purchases with SPOTS card. The employee must have a valid driver’s license from the state in which they reside, and an acceptable driving record as determined by the Background Check Unit. Occasional compensated overtime during evening or weekend hours may be required.
How to apply
Your work history profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position.
- Attach a cover letter that demonstrates how you meet the qualifications, requirements, and essential attributes for the position.
- Please upload a resume or complete the work history profile. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
- Current State of Oregon employees: Apply via your employee Workday account.
- If you are not a current State of Oregon employee, view thisapplication instructional video.
- After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.
Additional requirements
- Finalists for this position will be subject to a computerized criminal history and abuse check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.
- 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.
Helpful information
- This position is represented by the Service Employees International Union (SEIU).
- This recruitment may be used to fill future vacancies.
- In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. ODHS does not offer VISA sponsorship for this position.
- If you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contact our office atDHS.RECRUITMENT@dhsoha.state.or.us.
- Have questions about Workday, and want some tips on understanding the state application process? Check out thislink.
- For questions or assistance with the application process, please contact Rosario Barbour at,rosario.delacruz-barbour@dhsoha.state.or.usPlease be sure to include the job requisition number.
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