Quality Improvement Support Specialist (Administrative Specialist 1)

Initial Posting Date

03/19/2025

Application Deadline

03/26/2025

Agency

Department of Human Services

Salary Range

$3,705 - $5,066

Position Type

Employee

Position Title

Quality Improvement Support Specialist (Administrative Specialist 1)

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 interested in being part of a dynamic team? Do you have attention to detail? Are you ready to use your time management, organization, and organization skills to track and complete tasks and meet deadlines? Has your background provided you with experience scheduling, coordinating, and managing meeting logistics? Do you have experience taking, tracking, creating, and distributing meeting minutes? Has your background provided you with experience using Microsoft Office products? Do you have experience creating reports and extracting data? If all of this sounds engaging and piques your interest, we invite you to apply today!

Summary Of Duties

The Office of Developmental Disabilities Services (ODDS) provides new opportunities to link services for the growing number of Oregonians who have intellectual or other developmental disabilities. The goal of ODDS is to help individuals with intellectual or other developmental disabilities remain as independent as possible. Programs include employment, residential services, services coordination, program development, licensing and quality of care initiatives.

As a Quality Improvement Support Specialist, You Will

• Provide administrative support to the ODDS Quality Management manager and the Quality Assurance manager.
• Maintain overall office operations.
• Schedule and coordinate internal and external meetings, coordinate multiple schedules/calendars, coordinate and ensure meeting logistics are met, create and distribute meeting agendas, take meeting minutes, track action items, distribute meeting minutes, etc.
• Provide statistical data for regular and special requests.
• Maintain and update data in various program data bases, spreadsheets, and project management plans.
• Provide standard and specialized reports.
• Run queries from the data systems.
• Participate in designing or updating databases, spreadsheets and reports.
• Participate in designing, updating, and distributing communication materials using a variety of media (e.g., websites, social media, e­mail, mailings).
• Manage project Outlook In-boxes and ensure the appropriate staff are forwarded emails as needed.
• Provide technical and administrative support with quality assurance activities and development and implementation of communication plan/activities.
• Collect, verify and report data.
  
  

Minimum Qualifications

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:

• Attention to detail for following directions, taking and creating meeting minutes, tracking action items, creating grammatically correct documentation, tracking information and processes, maintaining consistency throughout processes and procedures, etc.
• Experience scheduling meetings that include a variety of individuals from various groups (such as internal units, programs, agencies or their equivalents) as well as external interested partners.
• Experience coordinating meeting logistics including creating the agenda, choosing the location, inviting participants, preparing materials such as presentations and handouts, ensuring the location is properly setup, accurately taking notes/meeting minutes, action items, and decisions, tracking action items, distributing meeting minutes and action items, etc.
• Experience using time management, organization, and prioritization skills to track and complete tasks and meet deadlines.
• Experience using Microsoft Office products, including Word, Outlook, and Excel.
• Experience creating reports and extracting data.
  
  

Attention all candidates! A cover letter is required. Please attach a resume to your application with your cover letter. 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.

• 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: Please upload your resume and cover letter in the Resume/CV field on the online application.
• 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 remotely will be considered in filling this position. Your official workstation will be at our Salem office but the opportunity for remote work at a local office or other remote location will be considered depending on work performance and business need. You will need to report to our office in Salem no more than eight occurrences a year.

In-office working conditions include working in an open-space cubicle environment with audible distractions.

When you are in this office in Salem, a plus is there is free parking for staff and visitors. Also, there is access to a variety of food choices and other services within a short drive.

You must have the flexibility to meet tight and changing deadlines and the ability to work well with a variety of individuals.

You will use a computer and computer systems (micro and mainframe) extensively.

You may be exposed to complaints related to program operations/activities and expectations.

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 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

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 Rebecca Wilson. If you contact the recruiter, please include the job requisition number: REQ-177113.
• Email: REBECCA.A.WILSON@odhs.oregon.gov.
• Phone (call or text): 503-881-9248.