Liens Specialist, Administrative Specialist 1

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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! We’re hiring an Administrative Specialist 1 to join the Personal Injury Liens (PIL) unit within the Office of Payment Accuracy and Recovery (OPAR). In this role, you’ll support the recovery of public assistance funds by researching accident-related payments, processing lien actions, and maintaining key program records.

This position requires strong computer skills, including proficiency in Microsoft Word, Excel, basic data functions, and calculator use. Successful candidates will bring excellent interpersonal, communication, research, and organizational skills, along with a foundational understanding of legal, medical, and insurance terminology and medical billing. If you’re detail-oriented and eager to contribute to OPAR’s mission of program integrity, we’d be excited to welcome you to our team.

Summary of Duties

As an Administrative Specialist 1, you will:

• Process and review incoming injury claims, forms, and correspondence to determine lien eligibility, ensuring accuracy and timely entry, maintenance, and updates within department case management and database systems.

• Prepare, process, and maintain personal injury lien documents, certified copies, legal correspondence, lien releases, and related records in compliance with applicable laws, rules, regulations, and agency policies.

• Maintain and organize electronic and paper filing systems, case records, and documentation to support accurate recordkeeping, legal compliance, and efficient retrieval of information.

• Monitor, reconcile, and report lien recoveries, payments, and other financial activity by maintaining databases, balancing records, and producing monthly performance and reconciliation reports.

• Provide administrative and customer support by responding to inquiries from clients, attorneys, providers, county offices, and staff; explaining program processes; and directing requests to the appropriate resources.

• Support data management and case administration by creating new cases, imaging and indexing documents, processing medical refund information, and maintaining accurate case tracking within multiple information systems.

• Collaborate across the unit by cross-training in program functions, assisting with special projects, supporting assault restitution and class action processes as needed, and contributing to departmental operations and continuous service delivery.

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.

• A valid driver’s license and acceptable driving record are required for this position.

Essential Attributes

We are looking for candidates with:

• Experience researching and reviewing complex documents and records, with a focus on legal documents and records.

• Experience with administrative duties/tasks with a strong skillset in attention to detail.

• Experience communicating effectively with the public and coworkers over the telephone and in writing.

• Experience organizing and prioritizing work, managing multiple responsibilities, and adapting effectively to changing priorities and interruptions.

• Experience establishing clear priorities, work toward defined goals, and consistently produce accurate, thorough, and high-quality work while meeting established timelines.

Attention all candidates! A cover letter is required as part of the application.In your cover letter, please describe how you meet the essential attributes and minimum qualifications for this position. This information will be used to determine whether you meet the minimum qualifications and essential attributes. Failure to submit the required cover letter will result in disqualification of your application.

• 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

• This position requires an initial training period in the Salem office (Tandem Ave 1430, Salem, Oregon) that may last up to 6 months. During this time, you will be expected to work on-site Monday through Friday, from 8 a.m. to 5 p.m., Pacific Standard Time (PST).

• After training, this role will follow a hybrid work schedule. You will need to report to the Salem office, typically 2 to 3 times per week.

• Opportunities for remote work may be available based on business needs, operational requirements, and supervisor approval, in accordance with ODHS policies and applicable telework agreements.

• Occasional overtime may be available.

• Travel may be required to meet business needs or to attend employee training classes. Must possess a valid driver's license and acceptable driving record to use state vehicles. Reasonable accommodation per the ADA or creative solutions in certain cases may be used to meet this need.

• This position is assigned to the Central Office Unit. The work environment consists of cubicles, where interruptions are common and the noise level can be high at times.

• You will interact with a wide range of people, including some who have experienced trauma and may exhibit challenges in controlling their emotions.

• You may encounter stressful situations that require quick decision-making to ensure safety of yourself and others.

• Fast paced environment with constantly evolving policies and procedures.

• Repetitive motions, prolonged sitting, and daily computer and technology use.

• High volume of computer work/keyboarding in a fast-paced team 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 Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-206755.

• Email: [email protected]

• Phone (call or text): 503-269-4222