Administrative Specialist 1 - job 1 of 3

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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.

Opportunity awaits!

Are you passionate about helping others and making a difference every day? If you enjoy helping others, staying organized, and being the go-to person for getting things done, this Administrative Specialist 1 could be the perfect role for you!

Summary of Duties

As an Administrative Specialist 1, you will:

• Provide administrative support to the supervisor and team by coordinating tasks, managing schedules, and ensuring smooth daily operations.

• Communicate professionally with staff, providers, and the public to share information, resolve issues, and explain agency procedures.

• Coordinate services and purchasing for providers and office needs, including tracking authorizations, managing supplies, and reconciling vendor payments.

• Support facility and equipment needs, including building maintenance, ergonomic assessments, and state vehicle coordination.

• Manage office systems and tools, such as phones, cell devices, EBT cards, and agency databases; troubleshoot issues and maintain accurate records.

• Assist with onboarding and hiring processes, serve as a local system administrator, and support staff access to agency tools and systems.

• Participate in committees and special projects, including equity and inclusion efforts, advisory councils, and district-wide initiatives.

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.

Essential Attributes

We are looking for candidates with:

• Experience providing administrative support functions to a diverse leadership team.

• Experience efficiently and effectively training new support staff hires.

• Experience navigating multiple data bases efficiently.

• Experience applying organizational skills and being a dependable resource to a team.

Working Conditions

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

• Some community work may be required.

• The work schedule is Monday to Friday, 8 am to 5 pm PT.

• There may be rare opportunity for compensated overtime, including evenings and weekends.

• Occasional, travel is required to attend trainings, provide back up to other APD offices and for other role related activities.

• Rare, overnight travel may be required.

• 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-186931.

• Recruiter: Amanda Alvarado.

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

• Phone (call or text): 541-709-8695.