Administrative Specialist 1

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Job Description:

TheOregon Department of Human Servicesis 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! Join a mission that matters! As an Administrative Specialist, you will help Oregon’s older adults, people with disabilities, and their families access innovative, person-centered services and support that uphold dignity, promote independence, and respect cultural preferences. Your work will make a direct impact-ensuring individuals receive the assistance they need to thrive in the communities they choose at every stage of life. Be part of a team dedicated to safety, well-being, and honoring choice!

Attention Candidates!Clearly describe how you meet the minimum qualifications and essential attributes within your application materials whether through your cover letter (Cover letter is optional, not required) or resume.

The work schedule for this position is Monday through Friday, from 8:00 a.m. to 5:00 p.m.

Aging and People with Disabilities:

Our vision is that Oregon’s older adults, people with disabilities and their families experience person-centered services, supports and early interventions that are innovative and help maintain independence, promote safety and well-being, honor choice, respect cultural preferences and uphold dignity. The services provided help people access the support they need to live their best lives - in the communities they choose and at every stage of life.

Summary of Duties

As an Administrative Specialist 1 you will:

• Direct and assign support staff work to ensure adequately trained backup is available for day-to-day support functions.
• This position provides a multitude of support for all positions within the agency including extensive support to supervisors and managers.
• Oversee purchasing, contracting and accounts payable of supplies, equipment and services. This includes requesting funds and supplies for the postage machine.
• Provide new employee orientation from new hire packet and all DHS general and administrative policies and procedures. Provide various parts of onboarding for a new employee
• Maintain knowledge of support staff duties to be able to provide training and feedback and provide back-up support on a limited basis.
• Monitor operation and maintenance of state vehicle pool. This includes tracking maintenance and service, monitoring mileage, and ensuring vehicles are equipped with all necessary accessories.
• Home Care Worker Clerk - CEP (Client Employed Provider, formerly Homecare Workers), creating files and organizing, sending orientation letters, preparing orientation packets, process and tracking CEP applications, lost check affidavits, Home Care Worker registry, verification of CEP employment and unemployment claims, and weekly staffing.
• Managing pending entries in the Provider Time Capture (PTC) program and solving time entries issues.
• Process background checks in Orchards and maintain “Qualified Entity Designee” (QED) authorization.

Minimum Qualifications

(2) 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 (1) 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:

• Demonstrated experience to independently assess situations and determine appropriate courses of action for interpreting and following administrative guidelines.
• Experience in navigating specialized programs, operations, and applicable policies and procedures that impact assigned tasks.
• Experience using tools to manage and prioritize conflicting deadlines to manage high volume workload.
• Experience collecting, organizing and reporting data in both a narrative and statistical formats.
• Experience in multitasking working with multiple computer programs at once.

Attention all candidates! 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 upload a resume or complete the work history profile. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
• If you are selected as the final candidate and a degree is listed as a minimum qualification for the position, please be prepared to provide verification of your completed education before moving forward in the hiring 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.
• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

Working Conditions

• Your work will be conducted in office, participant's homes, and other community sites.
• Employees’ work schedule will be Monday - Friday, 8:00 am to 5:00 pm.
• Hours may fluctuate based on service needs. Occasionally compensated overtime during evening and weekend work may be required. On rare occasion you may need to spend overnight or a few days traveling to the lakeview office
• Majority of work is long periods of sitting for data entry, desk side and phone interviewing as well as document reviews. Daily ongoing use of a computer, keyboard and monitor are necessary.
• Must possess and maintain an Oregon Driver’s license with an acceptable driving record or have reliable and efficient alternative means of transportation
• Frequent travel is required. Some travel may be hours away. Some travel may be in hazardous weather conditions.
• You may interact with a wide range of people including some who have experienced trauma and may exhibit challenges in controlling their emotions.
• This role involves handling sensitive topics related to trauma, abuse, and crises, requiring a trauma-informed approach that is essential to ensure a safe environment.

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’ and Oregon National Guard preference:

• Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.

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 Sugei Hernandez. If you contact the recruiter, please include the job requisition number: REQ- XXXXX.

• Email: [email protected]