Administrative Specialist 1 - job 1 of 2

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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? Join us as an Administrative Specialist 1 and be part of a team that values collaboration, growth, and service.

Summary of Duties

As an Administrative Specialist 1, you will:

• Customer Service & Front Desk Support: Greet visitors, answer phones, and help clients get the services they need by providing forms, answering questions, and directing them to the right staff or community resources.

• Office & Administrative Support: Help with scheduling, ordering supplies, preparing reports, supporting interviews and onboarding new staff, and keeping things running smoothly in the office.

• Records & Document Management: Upload and manage client and provider documents using electronic systems and assist with maintaining accurate records.

• Provider Support: Assist home care workers and providers with applications, background checks, and maintaining their records.

• General Office Duties: Handle mail, payments, faxes, and office equipment. Support vehicle fleet tracking and other office functions as needed.

• Team Participation: Attend meetings and trainings, take notes, help with community events, and take on special projects as assigned.

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 using innovative thinking to develop solutions and improve processes.

• Experience recognizing, analyzing, and resolving a wide range of challenges with empathy and professionalism.

• Experience providing thoughtful guidance and support to individuals navigating complex or sensitive issues.

• Experience demonstrating leadership by supporting team members and contributing to a positive work environment.

• Experience clearly conveying information in a respectful, concise, and audience-appropriate manner.

Working Conditions

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

• Occasional work in the community may be required.

• Occasional travel is required for meetings, trainings, and collaboration with partners.

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

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

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

Attention all candidates!

• Application materials are screened for minimum qualifications and essential attributes to determine if you advance in the selection process. Clearly describe how you meet these requirements in your application materials.

• Your application materials are used to determine your starting salary range. Please ensure that all education and experience you would like considered is 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.

• 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-186334.

• Recruiter: Amanda Alvarado.

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

• Phone (call or text): 541-709-8695.