Office Specialist 2

DHS17-0385

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 (DHS). There is ONE permanent full time Office Specialist 2 position located in Milwaukie (4382 International Way). 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

Provide administrative support to the APS unit: Responsible for file maintenance, case/file setup, including public disclosure filing, closed cases, archiving, imaging, and indexing, preparing record for transferring.

APS organization – Agenda for weekly unit meetings, Calendar, WOD Schedule, Shared Drive, Training Schedules, Update Resource manual, Note taking and distribution of final notes to team. Collect data for LEA Stats, non-abuse stats/consult book, stats for investigator caseload and Creating, drafting administrative letters and mailings. Establishing standardize unit letter templates and reviewing for yearly updates. Providing support to investigators on case actions and follow ups as needed. May include direct client interaction and transportation. Performs other duties as assigned.

Issue EBT cards, receipt monies received for program payments, and make authorized payments for office supplies.

Telephone reception includes, but is not limited to: receiving incoming phone calls, routing calls, taking messages, providing general information and initial screening for programs and services our agency provides. Referrals to other agencies and community resources when appropriate. Assist walk-in clients and the public at the counter; including, but not limited to: initial screening of applicants, provide general information regarding our programs, make referrals to other agencies and community resources, review computer screens for current client status, contact the client’s worker with questions/concerns. Make copies, send faxes, and date stamp client documents; occasionally assist a client in completing forms and giving directions to other agency offices.

Retrieve, date stamp, and distribute faxes, fill paper trays for the printer, copiers, and fax machine, back-up for processing the out-going mail.

Working Conditions:
General cube-like office environment. Occasional travel to attend employee training classes. Must possess and maintain an Oregon Driver’s License with an acceptable driving record.

May come in contact with angry, hostile, frustrated individuals, and those with behavioral and/or cognitive challenges.

This position requires a good attendance pattern, and appropriate use of accrued paid leave in order to ensure branch coverage for vacations and other leaves, as well as acceptable customer service for our clients, community partners and the general public.

Qualifications, Required & Requested Skills

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.

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.

REQUESTED SKILLS

General skills in a variety of clerical functions.

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 Microsoft Office Programs.

Experience with multitasking.

Demonstrated experience with multi-line phone.

Experience working in a team environment. 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

For more information on veterans’ preference points, visit:
http://oregon.gov/jobs/Pages/Veterans.aspx

TTY users please contact the Oregon Telecommunications Relay Service: 1-800-735-2900 and ask the Telecommunications Assistant to connect you to 503-945-5698 (TTY Users).

Questions and inquiries may be directed to:
Kathie Brostrom

Workforce Recruitment Consultant

kathie.brostrom@state.or.us

DHS will communicate with all applicants via e-mail

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/Oregon Health Authority 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.