Office Specialist

Office Specialist 2 Location Hybrid remote in Beaverton, OR : Initial Posting Date: 01/30/2024 Application Deadline: 02/12/2024 Agency: Department of Human Services Salary Range: $3,006 - $4,338 Position Type: Employee Position Title: Office Specialist 2 : Office Specialist 2 Beaverton, District Administrative Office Hybrid (in-office and local telework) We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the Equity North Star as our guide toward our vision of an agency free of racism, discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply. Oregon Department of Human Services (ODHS), A place to belong and make a difference! When you join the ODHS , you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity. Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS' overall mission and vision. We are committed to building an antiracist and equitable agency. Equity is foundational to our role as a human services agency, and we are committed to integrating equity into all we do. The Equity North Star has four points that explain the agency's goals related to equity, inclusion, and racial justice. We know that life is unpredictable and ODHS cares about keeping you well. Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and competitive benefits packages including health, dental, vision and much more! If you have federal student loan debt or are thinking of going back to school, then you might benefit from the Public Service Loan Forgiveness Program . If you make 120 qualifying payments on your student loan while working full-time for a qualifying employer, your student loan debt may be forgiven. Come join our Administrative Services team! Would you like a career that is both rewarding and provides an opportunity for career growth? If you have experience processing confidential documents in a fast-paced environment and value providing great internal and external customer service, then this may be the position for you! We are seeking a talented individual to serve as an Office Specialist 2 at our Beaverton Self Sufficiency and Child Welfare Administrative Office. This role provides administrative clerical support to the management and employees of District 16 serving Washington County. Primary support will be given to the Administrative Office, Child Welfare programs, Self Sufficiency programs and Volunteer Services within the District. If you have bilingual language skills, we offer bilingual differential pay, which is an extra 5% of the employee's base pay upon passing test(s) evaluating your proficiency in a language other than English. Please note, bilingual language skills are not required for this position. Summary of duties: Monitor and track all position movement for the Child Welfare (CW) and Self-Sufficiency Programs (SSP) in the district, including maintaining the organization chart for district. Provide regular reports and communication to district leadership regarding position tracking. Attend operational meetings as required. Coordinate all CW and SSP recruitment, tracking the process of recruitments and ensuring timely movement. Assist managers with the hiring process including tracking data, onboarding new staff, maintaining files and conducting new employee orientation. Submit background checks for new hires and staff as needed. Act as personnel and payroll liaison for employee updates, supporting district leadership and staff. Create and submit all necessary forms for computer access. Coordinate with management regarding access required for staff, problem solve issues or barriers to ensure timely set up. Provide administrative support to our volunteer program with onboarding, placement, and maintenance. Assist with guidance and clarification of rules, policies and procedures as it pertains to personnel and payroll to management and staff. Create, track employee and vendor badges/ID cards/access cards. Monitor badges to ensure appropriate access levels are provided and/or removed as needed. Additional administrative function to include filing, photocopying, supply ordering, employee property tracking, back up roles to other district staff and answering phones. To be considered for an interview, your application and/or resume must clearly show that you meet the minimum qualifications (required) and describe which of the essential attributes you possess (desired). Your application and/or resume will be used when completing a pay equity assessment. The pay equity assessment determines your pay rate/salary step, so complete and detailed history of work, education, and other experience is helpful. Minimum qualifications / What you need to qualify: Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR An associate degree in any field; OR An equivalent combination of education and experience. Essential attributes: Customer Focus: Experience providing internal and external customer service to diverse individuals in a manner that demonstrates active listening and compassion. Detailed-oriented/accuracy: Experience meeting or exceeding accuracy and attention to detail expectations for your assigned tasks, outcomes and follow up actions. Organizational skills: Experience remaining organized, using effective time management skills to prioritize tasks and responsibilities appropriately in a fast-paced, high productivity environment. Computer Skills: Adept in usage and functionality of computers, web browsers, Microsoft programs, and efficient keyboarding. Experience using multiple systems in tandem for research and tracking details. Working conditions: Work schedule is Monday - Friday 8am to 5pm. After training is successfully completed at the Beaverton Self Sufficiency office, hybrid work can be conducted locally via telework and in the Beaverton office. Experience constant contact with staff, community partners and the public, including contact with customers experiencing emotional and financial stress. Experience high volume of computer work, using various computer programs in a fast-paced team environment. Priorities and procedures may change daily and requires the ability to be flexible in application of procedures. How to apply: 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. A cover letter is not required for this application. However, you may attach one if you wish. This may help the manager understand better how you possess the essential attributes. Current State of Oregon employees: Apply via your employee Workday account. If you are not a current State of Oregon employee, view this application instructional video . After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process. Additional requirements: Finalists for this position will be subject to a computerized criminal history and abuse check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment. 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. May require a valid driver's license or other acceptable method of transportation. Helpful information: This position is represented by the Service Employees International Union (SEIU). This recruitment may be used to fill future vacancies. The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%. Please review the Classification and Compensation page for more details, or you may visit our website for information on Pay Equity. Have questions about Workday or want some tips on understanding the state application process? Check out our Oregon job opportunities page. If you need an accommodation under the Americans with Disabilities Act, have questions or need assistance with the application process, please email Alissa Walker at or call/text her at . Please be sure to include the job requisition number. Come for a job. | Stay for a career. | Make a difference... for a lifetime!