Office Specialist 2

Job Posting

The Oregon Department of Human Services is 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.

Bilingual requirement English and Spanish

This position requires duties to be completed in both English and Spanish. The job offer will be contingent upon passing test(s) evaluating your proficiency in the bilingual requirements of the position. This position may receive a 5% differential pay based on passing the required language test.

Opportunity awaits!

Love helping people and keeping things organized? Join a team that values your attention to detail and your heart for service! Apply today for this Office Specialist 2 and be the connection that helps our communities access vital services.

Summary of Duties

As an Office Specialist 2, you will:

Provide in-person and phone support to clients and Home Care Workers by answering questions, verifying employment, and offering training on the Provider Time Capture (PTC) system.

Distribute forms, applications, and instructions, while screening clients for services and scheduling appointments as needed.

Enter service plan authorizations, manage Home Care Worker payroll, and the Provider Time Capture (PTC) system to ensure accurate and timely payments.

Process EBT cards, client checks, and medical cards, and reconcile documents in accordance with established policies.

Maintain accurate records, process incoming and outgoing mail, manage office supplies and equipment, and perform data entry tasks.

Complete administrative tasks such as voter registration, background checks, and file organization.

Receipts in monies Client Pay-in repayments/overpayments, Adult Foster Homes fees, processes bank deposits, and follows state agency guidelines for all negotiable documents and funds.

Support special projects, communicate issues and concern to management, and participate in ongoing professional development opportunities.

Minimum Qualifications

To qualify for this position, you must be bilingual in Spanish and English.

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

We are looking for candidates with:

Experience using a range of software programs or databases to manage multiple tasks and meet competing deadlines.

Experience applying creative thinking to solve problems and improve workflows or processes.

Experience identifying and resolving a variety of challenges with empathy, professionalism, and sound judgment.

Experience providing respectful and supportive guidance to individuals dealing with complex or sensitive matters.

Experience communicating clearly and effectively in a way that is concise, respectful, and appropriate for different audiences.

Experience delivering in-person customer service in a professional office setting.

Working Conditions

Duties for this role will be performed in an office setting.

Occasional, travel is required for attending meetings, trainings, and supporting work in other offices as needed. Some travel may be in hazardous weather conditions.  

The work schedule is Monday to Friday, 8 am to 5 pm PT, with possible fluctuations based on service needs.

You may work with individuals experiencing trauma or crisis, some who may have difficulty managing their emotions.

Quick decision-making may be necessary to ensure the safety of yourself and others.

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.

Your application materials are used to determine your starting salary range. Please ensure that all education and experience you would like considered are included in your application materials. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application. You can attach multiple files in this area at once.

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. 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.

Artificial Intelligence (AI) Usage: 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.

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.

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

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’ preference

Veterans’ preference information.

How to submit your Veteran documents for preference. Please do not attach your Veterans’ preference documentation in the Resume/CV field of your application.

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

Please contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), and application or Job-specific questions.

Please include the job requisition number: REQ-188933.

Recruiter: Amanda Alvarado.

Email: AMANDA.K.ALVARADO@odhs.oregon.gov

Phone (call or text): 541-709-8695.