What are the responsibilities and job description for the Administrative Specialist 2 position at Oregon Health Authority?
Initial Posting Date:
01/31/2025
Application Deadline:
02/09/2025
Agency:
Oregon Health Authority
Salary Range:
$4,207 - $5,842
Position Type:
Employee
Position Title:
Administrative Specialist 2
Job Description:
The Business Office within Behavioral Health Business Operations is seeking someone to provide administrative and operational support for the division. The Business Office is responsible for the procurement and coordination of equipment, software, supplies, as well as supporting the recruiting process, employee onboarding, and records management of the division.
Does this sound intriguing? Do you have experience in these areas? If yes, we want you to apply NOW!
In this position, you will provide operational support to all the units by performing the following duties:
- Schedule and prepare documents for all interviews, perform background checks and other recruitment tasks; and schedule and coordinate the onboarding of new employees.
- Provide instruction and coordinate travel for employees, including procuring hotels, scheduling flights, obtaining rental cars, manage the TRIPS Reimbursement website, etc.
- Procure all business-related software, hardware, and equipment such as chairs, laptops, connection cables, etc.
- Perform small procurement tasks.
- Provide technical support.
- Provide basic project management and tracking.
- Provide customer service to internal and external partners and customers.
- Coordinate file and records management for the division.
OHA values service excellence, leadership, integrity, health equity and partnership and has a strategic goal to end all health inequities by 2030.
The OHA mission is helping people and communities achieve optimum physical, mental, and social well-being through partnership, prevention and access to quality, affordable health care. OHA’s work is organized into three broad goals: Improve the lifelong health of all Oregonians, increase the quality, reliability, and availability of care for all Oregonians and lower or contain the cost of care so it is affordable to everyone.
This is a full-time, permanent position and is considered management service and not represented by a union.
What's in it for you?
Oregon Health Authority is a team of passionate individuals working to promote health across the lifespan of individuals, families, and communities. We value and support unique perspectives using a trauma-informed approach and aim to reflect these values in our hiring practices, professional development, and workplace.
- We offer exceptionalmedical, vision and dentalbenefits packages for you and your qualified family members, with very low monthly out-of-pocket costs. Try this free virtual benefits counselor by clicking here:https://www.oregon.gov/oha/pebb/pages/alex.aspx
- Paid Leave Days:
- 11 paid holidays each year
- 3 additional paid "Personal Business Days" each year
- 8 hours of paid sick leave accumulated every month
- Progressive vacation leave accrual with increases every 5 years
- Pension and retirement programs
- Optional benefits include short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses.
- Clickhereto learn more about State of Oregon benefits.
Most of this work may be conducted remotely at an alternate worksite with full access to the needed operating systems and technology. However, there are many times that the work will need to be conducted at the primary work location listed in this announcement, the Portland State Office Building located at 800 NE Oregon Street, Portland, OR 97232. Work location can be changed at any time at the discretion of the hiring manager.
OHA values health equity, service excellence, integrity, leadership, partnership, innovation and transparency. OHA’s health equity definition is “Oregon will have established a health system that creates health equity when all people can reach their full potential and well-being and are not disadvantaged by their race, ethnicity, language, disability, age, gender, gender identity, sexual orientation, social class, intersections among these communities or identities, or other socially determined circumstances. Achieving health equity requires the ongoing collaboration of all regions and sectors of the state, including tribal governments to address: the equitable distribution or redistributing of resources and power; and recognizing, reconciling, and rectifying historical and contemporary injustices.” OHA’s 10-year goal is to eliminate health inequities. Click
here
, to learn more about OHA’s mission, vision and core values.WHAT WE ARE LOOKING FOR:
Minimum Qualifications
Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis
Education may substitute some experience. Example:
An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis.
Desired Attributes
- Experience in creating and maintaining a work environment that is respectful and accepting of diversity among team members and the people we serve.
- Experience managing continually evolving and competing priorities and deadlines in a busy environment with many interruptions.
- Experience with Background Check rules, regulations, and software such as ORCHARDS.
- Experience coordinating travel and training requests for staff.
- Coordinate file and records management for the division.
- Managing recruitment processes such as scheduling and coordinating interviews.
- Experience with onboarding and day to day processes such as:
- I-9 processing
- policy review
- completion of varies new forms
- Workday overview
- Laptop (order and setup)
- iPhone (order and setup)
- Facility maintenance including cubicle management and workspace modifications
- Software (order and setup)
- Access (Compter programs and facilities)
- Supply requests
How to apply:
- Complete the online application and questionnaire.
- Please ensure you’ve provided a thorough and updated application as it pertains to the position for which you are applying. Update professional, educational, voluntary, and personal experience on your resume. Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit thePay Equity Projecthomepage.
Questions/Need Help?
If you need assistance to participate in the application process, including an accommodation request under the American with Disabilities Act contact: Stephanie Mitchell at Voice: [503-979-7679] (TTY 711) or Email:
stephanie.d.mitchell@oha.oregon.gov
.
TTY users may dial 711 or 1-800-735-2900.
For Workday technical support dial 1-855-524-5627.
Additional Information
- Please monitor your Workday account, as all communication will be sent to your Workday account. You must have a valid e-mail address to apply.
- Candidates gathered from this job announcement may be used to fill future vacancies.
- If you are a veteran, you may receive preference.Click herefor more information about veterans’ preference. If you checked that you are a veteran, we will ask you for your documents later in the process.
- Oregon Health Authority (OHA) 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. OHA is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.
- If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the Oregon Health Authority (OHA), Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.
- Please only attach documents that are related to the position. Additional documents that are attached will not be reviewed.
- Attention current State of Oregon employees: To apply for posted positions, please close this window and log into your Workday account and apply through the Career worklet.
- Applicant Help and Supportwebpage
The Oregon Health Authority is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience, and training for this position.
The Oregon Health Authority is an equal opportunity, affirmative action employer committed to work force diversity and anti-racism.
