Office Specialist 2

DHS17-0336

The Department of Human Services (DHS) mission is the safety, health and independence for all Oregonians. We help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice and preserve dignity. We protect children who are abused or neglected. We serve seniors and people with disabilities. We help low-income people along the road to self-sufficiency with health coverage, job preparation, childcare and other supports. Our services are delivered in the least restrictive setting and in partnership with communities. We are absolutely committed to ongoing innovation in the delivery of services, and we are committed to recruiting, developing and retaining dedicated employees. DHS is guided by our core values of Integrity, Innovation, Respect, Service Equity, Responsibility, Stewardship and Professionalism.

DHS employs over 7,500 people, in more than 100 locations around the state, and delivers services through and in coordination with many community partners. This employment opportunity is with Aging and People with Disabilities (APD), which is part of the Department of Human Services. There is ONE permanent full-time Office Specialist 2 opening located in Bend. This position is represented by a union.

This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancies and may be used to fill future vacancies as they occur.

Duties & Responsibilities

This position provides technical and administrative support related tasks in support of a local Aging and People with Disabilities office. The office is composed of management, eligibility workers, case managers, adult protective service workers and transition coordinators. This position provides the essential support necessary to enable these staff to achieve the agency’s mission.

HCW Coordinator:
Input of 546’s and vouchers, receives and responds to questions and complaints from providers and clients regarding payment date, lost vouchers, etc.

Communicates with Central Office as appropriate to clarify policy and procedures.

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.

Provides employment verifications for HCW upon written request.

Put together packets for HCW Orientation and new HCW applications.

Input of vouchers for Contracted In-Home Agencies, continual update of current information on HCW’s,

Sends out HCW’s orientation notification mailings, participates in the HCW orientation and training with the case managers. Issues applications and provider packets. Employment Office “Notice Claim (220).

Deliver EBT log and cards to the front desk at the beginning of each day. Pick up the log and cards and reconcile at the end of each day. Bank deposits, revolving fund checks and distribution of faxes. Other Duties:

Back-up for the front desk – reception/phones.

Greets customers in person and on the telephone, maintaining good relationships and communications with clients on a daily basis.

Screen to determine appropriate type of services needed.

Provide appropriate applications, paperwork and instructions, accept applications, verification and copy documents as necessary.

Take and route messages/initial contact (539B) and information to appropriate staff.

Use ACCESS, FSMIS, CMS, MMIS, long-term care and other computer files/screens to obtain client information regarding status of benefits/services.

Make referrals to community resources and services as appropriate.

Issue temporary medical cards to clients using the MMIS system.

Answer and direct incoming phone calls to appropriate worker.

Issue and receive EBT cards and helps clients resolve EBT card problems and ensure the security, control and maintenance of the EBT process is in place.

Process outgoing and incoming mail, Fed-Ex/UPS, and monitor the office postage.

Prepares new case files, develops, and organizes new filing systems.

Purge according to time lines and transfer files between workers and branches, record/distribute meeting minutes as assigned, operate and maintain office equipment and miscellaneous copying, filing, faxing, as assigned.

Back-up to other support functions as needed within the branch. This could include, Random Moment Survey System (RMSS) and Insure Voter Registration process is followed within federal/state guidelines, enter CRN vouchers,

Track EPD payments, Meals on Wheels and vehicle maintenance.

Attend and participate in meetings, training sessions, and conferences as scheduled.

Complete special projects as assigned by the Management Team.

Maintain professional and congenial relationships with clients, the public, and all branch staff.

Keep manager informed of problem areas/offer solutions.

Accept special assignments requested by the supervisor and co-workers.

Utilize agency resources to develop and maintain computer skills, program and procedure knowledge, attend training modules to enhance professional development and ability to serve diverse populations. WORKING CONDITIONS :

Occasional pressured situations may develop which require positive response by the employee. May be required to accompany case workers on visits to client’s home. May be required to travel in inclement weather conditions and overnight. Must work in front of a CRT terminal to enter data and payment authorizations. The employee’s work is conducted in offices. 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. Job may be fast paced with high volume of client contact, computer data entry and paperwork. The employee may be required to work a flexible work schedule as a condition of employment. This is understood to mean that the hours of work may vary from day to day and include evenings and weekends. Report to work as scheduled. Work schedule specifics will be determined by the hiring supervisor.

Qualifications, Required & Requested Skills

MINIMUM QUALIFICATIONS

Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis. If you are using education to qualify, you must attach transcripts.

REQUESTED SKILLS

Experience answering routine inquiries for information about programs or services provided by your employer.

Experience communicating and providing customer service via telephone, in person and/or in writing.

Experience working with confidential information.

Experience using a computer/computer terminal to input/retrieve data and generate information and/or data reports.

Experience checking for accuracy, quickly and precisely, to find and correct errors.

Experience verifying information for completeness and correctness. Your application materials, including your answers to the ‘Supplemental Questions’ will be reviewed to determine if you meet the minimum qualifications and how you meet the requested skills for the position to which you have applied. Your answers to the supplemental questions must be reflected in your application.

Only the candidates whose experience most closely match the qualifications and requested skills of this position will be invited to an interview.

Additional Information

The State of Oregon now requires an e-mail address be provided on all applications.

Applicant E-Recruit Help and Support: http://oregon.gov/jobs/Pages/support.aspx

This quick help guide can also be found on the State Jobs Page by clicking in the Applicant E-Recruit FAQ’s then click on Applicant Profile Maintenance.

E-Recruit technical support: support@governmentjobs.com or call 855-524-5627 (toll free)

Information on Veterans’ Preference points : http://oregon.gov/jobs/Pages/Veterans.aspx

Questions and inquiries regarding this recruitment may be directed to:

jennifer.m.moisa@state.or.us , Workforce Recruitment Consultant

DHS will communicate with all applicants via e-mail.

TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900 and ask the Telecommunications Assistant to connect you to 503-945-5698 (8:00 a.m. and 5:00 p.m. (PST) Monday-Friday.

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 DHS, 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 CONSIDER JOINING US!

The Oregon Department of Human Services is committed to affirmative action, equal employment opportunity and workplace diversity.

Core benefits

Medical, vision and dental insurance

Comprehensive medical, dental and vision plans for the employee and qualified family members

$5,000 in employee basic life insurance Retirement benefits

Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)

Employer paid defined benefit and defined contribution programs **Effective November 1, 2016, SEIU represented employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95%. Upon becoming a PERS participating member, SEIU employees pay the employee 6% contribution to PERS.

Paid leaves and other benefits

Sick leave earned at the rate of 8 hours per a month with no maximum accumulation

Vacation leave earned at a minimum rate of 8 hours per month with accrual rate increases at 5-year increments

24 hours personal leave earned each fiscal year

Ten paid holidays a year The state also provides access to an innovative Employee Assistance Program that offers work-life counseling, along with homeowner, legal and family resources.

Optional benefits

Term life (employee, spouse or domestic partner, and dependents

Long-term and short-term disability

Accidental Death and Dismemberment

Long-term care (self and eligible family members)

Flexible spending accounts

Option to enroll in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.

The following information describes typical benefits available for employees. Actual benefits received may differ by position or branch of government or be prorated for other than full time work.