Initial Posting Date:
04/03/2024 Application Deadline:
04/17/2024 Agency:
Department of Human Services Salary Range:
$3,218 - $4,338 Position Type:
Employee Position Title:
Office Specialist 2 Job Description:
Office Specialist 2 / REQ-153191
Salary Range: $3218 - $4338
Brookings
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 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. Do you want the opportunity to match the needs of people in the community with available federal, state and local programs or other resources to meet those needs? Do you want to be part of a diverse workforce that collaborates and learns from each other to improve services that supports the elderly, people with disabilities and communities? Then, we want to hear from you!
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.
Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and competitive benefits packages
including health, dental, vision and much more! About the program: Click here
to learn more about Aging and People with Disabilities. WHAT YOU WILL BE DOING
In this position you will serve the needs of the community through face-to-face conversation, written correspondence and/or over the phone. Support staff also provide support to other units throughout the office. This is an in-office position. The office is open Monday-Friday 8:00am – 5:00pm.
General Office Support Duties:
Receptionist/Point of Entry: Responsible for greeting people as they come into the office. Screen and determine who the person needs to see and if they are not sure, help determine who can best help them. Assist people as appropriate, i.e. if they need a copy made of a document to leave for their worker, the person in this position should make the copy and route to the worker. Front-end scanning and uploading documents into the correct account. Responsible for/receipts all monies received. Issues and accounts for EBT cards. Schedule appointments per direction in the Integrated ONE system. Setting tasks in Integrated ONE system. Interview and document applicant registration per Integrated ONE system and as directed. Distributes incoming state mail and maintains PO/State returned check log. Opens and distributes incoming U.S. mail. Processes outgoing mail. Responsible for answering the multi-line phone system. Appropriately screen and route calls to the appropriate worker or take a detailed message. Recognizes when an emergency might exist and routes calls to a supervisor if worker is not available. Hand out Homecare Worker packets to potential care givers and explain process. Check applications for completeness. Monitor lobby for cleanliness and brochure needs. Stock as needed. Narrations as needed. May utilize MMIS, ACCESS, Integrated ONE system, excel spreadsheets, QRG, ETOPS, logs, Word, Outlook, APDRS, scanners and/or mainframe programs.
WORKING CONDITIONS
May include physical exertion such as climbing stairs, walking on uneven terrain and transporting a laptop. General office environment.
May need to drive a variety of cars which may be unfamiliar, to remote places in a variety of terrain and possibly inclement weather.
May travel to complete mail, banking and/or other tasks out of office. May also travel to other local offices and Salem.
May encounter environmental hazards including unsanitary conditions. '
May come in contact with people who present as irrational, hostile,
or angry. Also, will come in contact with animals, some of which may be dangerous.
Exposed to a variety of contagious diseases such as, but not limited to, staph infections, lice, MRSA, COVID-19, etc.
Welcomes constructive feedback and suggestions in an effort to strengthen work performance.
Maintain confidentiality in accordance with published guidelines.
Efficiently manage workload in a constantly changing work environment as well as plan for and resolve complex problems. This position may expose you to secondary trauma.
WHAT YOU NEED TO QUALIFY/MINIMUM QUALIFICATIONS (MQ's):
Two years of general clerical experience; one year of which included typing, word processing, or other experience generating documents.
OR
An associate degree in any field.
OR
An equivalent combination of education and experience.
ESSENTIAL ATTRIBUTES (EA's):
Experience working with a variety of software and/or databases in an office setting.
Experience working effectively in a team environment and collaborate and communicate with coworkers effectively.
Experience providing quality customer service in a public facing, professional environment in a manner that demonstrates active listening and compassion and the ability to de-escalate conflict.
Experience organizing work efficiently and managing multiple tasks with continuing interruptions; as well as manage a workload with competing deadlines.
Experience successfully working and collaborating with a diverse team and community.
APPLICATION INSTRUCTIONS and REQUIREMENTS
Clearly describe how you meet the minimum qualifications (MQ's) and essential attributes (EA's) within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.
Please upload a resume or complete the Workday history profile. Your work history profile and/or resume are the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
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.
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.
A valid driver's license and acceptable driving record may be required if driving is a duty of this position.
HELPFUL INFORMATION
This position is represented by the Union (SEIU).
This recruitment may be used to fill future vacancies.
Have questions about Workday, and 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 (ADA), have questions or need assistance with the application process, please contact
. For questions about the job duties or application process, please contact
. Please be sure to include the job requisition number within the email. We thank you for considering this employment opportunity with the Oregon Department of Human Services.
