Office Specialist 1, Two Positions

Office Specialist 1, Two Positions

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! Do you love having an ownership interest in the work you do while using exceptional teamwork skills to scan and index documents? Do you excel at transforming paper forms into widely accessible electronic documents, while building diverse relationships and innovative workplaces? If all of this sounds engaging and piques your interest, we invite you to apply today!

We are looking for multiple Office Specialists (Office Specialist 1) to join our dedicated Imaging and Records Management Services (IRMS) team in Salem, Oregon. Together, we can create lasting change!

Summary of Duties

The Office of Imaging and Records Management Services (IRMS) provides electronic and physical document and records management in central repositories for storage, retrieval, and destruction under established Records Management requirements. These records constitute the agencies official records and as such must meet quality standards to be reproducible, must accurately identify records contained within image capture, location of image, various websites and must meet processing deadlines, service level agreements (SLA), and payment schedules.

As an Office Specialist, you will:

• Aid in the processing of various Oregon Department of Human Services (ODHS) and Oregon Health Authority (OHA) documents for record retention, electronic workflow, and production of permanent files using EDMS technology and equipment.
• Prepare documents received for processing including pulling staples, sorting documents, and batching them into like groups.
• Scan documents and ensure they meet established procedure for each document type.
• Visually review scanned documents for quality of image.
• Replace any pages/documents which are not readable or meet program quality standards.
• Work as needed to enter data and image documents via electronic document management systems.
• Complete established Quality Control functions on documents to ensure erroneous material deletion, readability, illegible image replacement, document classification.
• Assign, correct and verify index values to imaged documents in appropriate.
• Identify document type to determine required indexing values.

Minimum Qualifications

• One year of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
• An equivalent combination of experience and college coursework or training in a general office occupation.

Essential Attributes

We are looking for candidates with:

• Experience typing/keyboarding 45 or more words per minute.
• Demonstrated ability to work independently with a diverse team in a fast-paced production environment.
• Experience navigating effective conflict resolution with peers.
• Experience with practicing good stewardship with high-quality customer service.
• Experience with exercising effective self-management and accountability to contribute to overall team success through reliable performance.

Typing/keyboarding speed note:

• An in-person typing/keyboarding test will be administered in our office in Salem to verify that you can type/keyboard 45 or more words per minute.
• If you do not know your typing/keyboarding speed, please consider using a free online typing speed test such as to determine your typing/keyboarding speed before you apply so you are able to answer the typing/keyboarding speed question that is part of the application.

Attention all candidates! A cover letter of no more than two pages is required as part of the application. In your cover letter, ensure you address all essential attributes outlined in the job description by clearly connecting your skills and experiences to each attribute. Highlight how these experiences helped you learn and grow professionally, demonstrating adaptability and a commitment to continuous improvement. This information will be used to determine whether you meet the minimum qualifications and essential attributes.

• 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.
• 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.
• 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.
• 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.
• Important : Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit additional information after initial application.
• The job posting closes at 11:59 PM (PDT/PST) on the close date. Immediately after you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans' preference. These questions are necessary to complete the application process.

Working Conditions

Work Environment:

• This position requires regular on-site work in our Salem Oregon office throughout the work week to support business needs.
• Initial classroom training will be onsite in our Salem office location.
• Onsite physical document processing may require frequent handling of paper and its byproducts, such as dust, staples, and adhesives.
• Onsite preparation and scanning of documents, including sensitive case files.
• Onsite mail processing includes open, batching, and scanning of a variety of documents.
• Long periods of sitting for data entry in an office environment.
• If appropriate conditions exist, some limited remote work may be available after training. This is highly dependent on business needs and is not guaranteed.

Physical Demands:

• Must have the ability to push, pull, and lift up to 40 pounds on a regular basis.
• Must be able to stand and process mail for up to 12 hours at a time.
• Must be able to handle extended periods of screen time.
• Must be able to move between multiple workstations throughout the day.

Sensitive Material:

• Regular exposure to confidential and potentially distressing information, including reports and photographs, related to child abuse and neglect.
• You may interact with individuals who have experienced trauma and may have difficulty managing their emotions.
• Be prepared for stressful situations that require quick decision-making to ensure safety for yourself and others.

Work Schedule:

• IRMS operates on a flexible schedule between the hours of 6:00 a.m. to 6:00 p.m., MondayFriday, depending on operational needs. However, individual work schedules are fixed and determined during the job offer process in consultation with the hiring manager.
• You will have training period where your work hours may differ from your traditional work schedule. During training, your work hours will be Monday Friday from 8:30 a.m. 5 p.m.
• Once training is complete, your established work schedule may change based on business needs.
• Occasional overtime and weekend work may be required.

Task Expectations:

• Manage multiple tasks with short deadlines and frequent interruptions.
• Adjust to changing priorities and short notice task shifts.
• Perform substantial data entry.
• Handle paper materials, including dust, staples, and adhesives.
• Work with confidential information governed by federal and state laws, rules and policies.

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