Office Specialist 2 (Bilingual Spanish)

Initial Posting Date

03/19/2025

Application Deadline

04/03/2025

Agency

Department of Human Services

Salary Range

$3,429 - $4,622

Position Type

Employee

Position Title

Office Specialist 2 (Bilingual Spanish)

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.

This Position Is Bilingual English/Spanish Required.

Please indicate on your application material if you have bilingual Spanish language skills. * Please note: All required (or preferred) languages must have an available test.

OPPORTUNITY AWAITS!

Join our team as the essential office support specialist, where your role as the first impression for clients will be instrumental in delivering vital social and financial services to those in need.

Summary Of Duties

In this position, the majority of your day will be working in a team environment helping individuals and families seeking services by providing specialized assistance at the front desk and on the phone. This position helps to guide customers of the Aging and People with Disabilities population through the sharing of rules, policies, procedures and programs in collaboration with other branch staff. You will be responsible for making decisions regarding requests for information from the public and entering that confidential information into the ONE system. Decisions could also include referring Oregonians to community resources or making appointments with the Oregon Department of Human Services for requested services. This position also may include a wide variety of data entry such as processing payroll and provider payments. Will also be responsible for other financial and administrative tasks in support of the branch office operations.

Some Of The Duties Will Include

• Input of 546’s (correction of service plan) and vouchers, receives and responds to questions and complaints from providers and clients regarding payment date, lost vouchers, etc.
• Assures all vouchers are input in a timely manner. Keeps management aware of any concerns. Keeps documents in order and filed.
• Works closely with the case managers and supervisor to assure local process is adequate and efficient, and to assure correct payment is made.
• Monitor appointment time frames to ensure proper distribution, date stamping, scheduling of appointments and recommend adjustments to scheduling procedures as needed. Provide appropriate application, paperwork, and instructions.
• Answer and direct incoming phone calls. Process incoming/outgoing mail, UPS, and monitor the office postage. Primary for tracking copier maintenance and supplies. Responsible for the issuing of EBT cards, ensuring the security, control, and maintenance of the EBT process is in place.
  
  

Minimum Qualifications

• 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 who have:

• Face-to-face customer service experience in an office setting
• Experience gathering information from customers to help determine the type of services to meet the needs of the customer.
• Experience with repetitive data entry.
• Experience handling a high volume of multiple tasks with competing deadlines.
• Experience working with a variety of software and/or databases in an office setting.
  
  

Application Instructions & Requirements

Your work history profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and demonstrate your skills, lived and/or work experience that shows you are an excellent candidate for the position.

• Please upload a resume or complete the work history profile. 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.
• Current State of Oregon employees: Apply via your employee Workday account.
• If you are not a current State of Oregon employee, view this application 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.
• 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

Working hours in the office are 8:00am – 5:00pm. Occasional pressured situations may develop which require positive response by the employee. Employee has contact with a range of people including some exhibiting anger and frustration. Participants could be drug or alcohol affected. The employee will be exposed to and need to deal with a range of emotionally charged issues. May be required to travel in inclement weather conditions and overnight. Must have a valid driver's license and an acceptable driving record.

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.
• Bilingual Spanish Language required
  
  

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

We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions at ADA.DHS@dhsoha.state.or.us.

• The recruiter for this position is Amy Acree. If you contact the recruiter, please include the job requisition number.
• Email: amy.acree@odhs.oregon.gov