What are the responsibilities and job description for the Office Specialist 2 position at Department of Human Services?
Initial Posting Date:
01/09/2025
Application Deadline:
01/26/2025
Agency:
Department of Human Services
Salary Range:
$3,553 - $4,622
Position Type:
Employee
Position Title:
Office Specialist 2
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! Are you ready to make a difference in your community? We value customer service and teamwork, so if you're passionate about building positive relationships and contributing to a respectful work environment, we want to hear from you!
Summary of Duties
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:
- Clerical Duties: Serve as a payment clerk and create and maintain spreadsheets in Excel. Redact, organize, and upload data according to the File Guide, and file documents in physical files following archive procedures. Submit case information to legal parties, perform legal entries, prepare court dockets, process court orders, and send necessary reports and notifications. Also process medical paperwork, including birth and medical records, and update client information in the electronic system.
- Customer Service: Treats customers, partners, vendors and co-workers with dignity and respect. Maintains a work environment that respects, understands, and honors the lived experiences of our clients, colleagues, and the communities we serve.
- Compliance Management: Ensures compliance with State and Federal laws, by coordinating timely production of payments, policy compliance, forms, and letters in alignment with ODHS policies.
- Document Management and Data Entry: Handle a substantial volume of administrative documentation and electronic data entry, including filing documents into case files, closing, and transferring cases, creating case and assessment files, and managing personnel records.
- Reception Duties: Answer incoming phone calls and direct them to the right staff members. Be the first point of contact for in-person customer service, helping with general questions and referring clients to other services as needed. Handle and process mail. Provide explanations or clarifications on rules, processes, and procedures.
Minimum Qualifications
A valid driver’s license and acceptable driving record are required for this position.
Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
An associate degree in any field; OR
An equivalent combination of education and experience.
Essential Attributes
We are looking for candidates with:
- Verbal and written communication skills that include demonstrated experience being a responsive and reliable resource for others.
- Experience using computer systems, and Microsoft Office products, including Word, Outlook, and Excel.
- Demonstrated experience being self-motivated while managing your time efficiently and staying organized, taking initiative in completing tasks and offering help to others.
- Experience with flexibility and ease to changing environments and priorities.
- Experience working successfully with a team.
- Experience using time management to meet mandated deadlines.
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.
Note: “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
- This is an in-person position.
- Occasional travel is required for attending meetings, trainings, and other case related activities.
- This position requires occasional overnight travel.
- Some travel may be in hazardous weather conditions.
- Employee will work a professional work week; hours of work may fluctuate based on service needs. Occasional, compensated overtime may be required, including evening and weekend work.
- You may interact with a wide range of people including some who have experienced trauma and may exhibit challenges in controlling their emotions.
- You may encounter stressful situations that will require quick decision-making skills.
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.
- Finalists must be cleared by the FBI Criminal Justice Information Services (CJIS) through a fingerprint-based criminal records check.
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 Sugei Hernandez. If you contact the recruiter, please include the job requisition number: REQ-170778
- Email: Sugei.Hernandez@odhs.oregon.gov
- Phone (call or text): 971-375-8675
