Office Specialist 2

Office Specialist 2

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! We're looking for a dedicated and highly organized Office Specialist 2 to join our team within the Office of Safety, Oversight and Quality (SOQ).

In this role, you'll support the licensing and regulatory functions for Developmental Disabilities (DD) and Adults and People with Disabilities (APD) by providing essential administrative support to the SOQ licensing unit and overall operations. This is a great opportunity for someone with strong attention to detail, excellent communication skills, and a passion for supporting program staff and providers who work directly to protect and serve Oregonians. In this position, you'll help maintain smooth workflow across multiple areas by processing licensing applications and renewals, responding to public inquiries, managing calendars, coordinating administrative assignments, and supporting the distribution of critical program documents and data.

If this aligns with your skills and career goals, consider taking on a key role in our team and help us support the programs that make a real impact in the lives of Oregonians.

Summary of Duties

As an Office Specialist you will:

• Provide administrative and technical support to ensure accurate records, timely communication, and operations.
• Organize and prioritize work independently within established agency procedures.
• Enter, update, and retrieve information using computer systems.
• Communicate effectively with staff, providers, and the public via phone, email, TEAMS, and written correspondence.
• Manage physical and digital records in accordance with retention policies.
• Prepare and organize investigation documents for electronic storage.
• Review forms and documents for completeness and accuracy.
• Process record requests from Surveyors and Policy Analysts in a timely, compliant manner.
• Help with yearly audits by keeping things organized and providing needed documents.
• Assist with Salem office operations, including answering phones and managing office supplies.
• Maintain strict HIPAA confidentiality standards.
• Monitor and maintain the CALMS database, ensuring accurate tracking and correcting data as needed.
• Respond to information requests and recommend system improvements.
• Support policy processes by assisting with procedures, systems, and forms.

Minimum Qualifications

• 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:

• Experienced in office administrative and clerical support, delivering excellent customer service with timely, accurate information.
• Experience organizing work, prioritizing tasks, and making independent decisions within established guidelines.
• Demonstrating computer literacy skills and reading comprehension skills.
• Experience entering, updating, and managing data accurately in computer systems.
• Experience communicating clearly and professionally with staff, providers, and the public by phone, email, and written correspondence.
• Experience managing physical and digital records in accordance with retention and confidentiality requirements.

Attention all candidates! A Cover Letter is required.

• Your resume (optional). You may be uploaded in the Resume/CV field on the online application. Do not upload documents in the Education section, as those are not visible to recruiters or hiring managers at this time.
• A one-page cover letter is required. Clearly explain how you meet the minimum qualifications and essential attributes. Applications submitted without a cover letter will be disqualified.
• Your application materials will determine if you are selected to move forward in the selection process. Please include detailed work and education history. Please include detailed work history that includes the month/year start date and month/year end date for each role/job. If applicable for college degrees, please clearly indicate if a degree has been completed when providing educational history (graduation dates are not required on applications). 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 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.
• 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.

Working Conditions

• Work is performed in a standard office environment, requiring extended periods of computer and phone use.
• Position requires regular in?office attendance. The standard work schedule for this role is 8:00 a.m. to 5:00 p.m. A flexible work schedule may be available with manager approval.
• May occasionally work more than eight hours in a day, including some weekends or holidays.
• May infrequently travel within Oregon for meetings, onboarding support, trainings, or all?staff events.

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.

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' and Oregon National Guard preference:

• Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.

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

We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.

• The recruiter for this position is Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-204151.
• Email: View email address on click.appcast.io
• Phone (call or text): View phone number on click.appcast.io