Office Specialist 2 (Reception/Office Support Bilingual English/Spanish)
Human Services-Children, Adults & Families - Springfield, OR

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DHS12-0634

This position requires verbal and written English/Spanish language skills. You will be asked to demonstrate your language skills at the time of interview.

DHS is about people. We help Oregonians be independent, healthy, and safe. We protect children who are abused or neglected. We provide treatment services to people whose lives are damaged by alcohol and drugs. We serve seniors, people with disabilities, and people with mental illness. We help low-income people along the road to self-sufficiency with health coverage, job preparation, childcare and other supports. Our services are delivered in the least restrictive setting and in partnership with communities. We are absolutely committed to ongoing innovation in the delivery of services, and we are committed to recruiting, developing and retaining dedicated employees

This employment opportunity is with the Oregon Department of Human Services/Child Welfare Programs. There is one full time position located in Springfield. This position is represented by a union.

This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

Please be aware that due to the economic downturn and subsequent state budget short-fall this position will be required to take furloughs in the biennium 2011-2013.

Duties & Responsibilities:
This position provides clerical support to caseworkers and supervisors.

Duties

Perform reception duties: answer phone calls and assist clients at the front desk. Route calls to appropriate staff and follow procedures when forwarding phone calls to the screening unit. Greets walk-ins and visitors and route them to the appropriate staff or community resources.
Provide general information about agency services and programs to the public, and provide appropriate forms and referrals to clients.
Communicate with staff via E-Mail and Voice Mail regarding meetings, visitors and general inquiries.
Retrieve information and view DHS computer screens.
Maintain confidentiality at all times according to state and federal law.
Process incoming office mail: sort and forward to appropriate staff. Follow the proper receipting/distributing process for any checks or negotiable documents received.
Follow prescribed security and business integrity procedures related to the handling and distribution of negotiable documents. Keep financial documents secure at all times.
Inform managers promptly of any missing documents or issues with the business operations.
Contact lessor (property management company) about building issues. Maintain tracking log for building maintenance (including janitorial services. Keep supervisor informed of any problems.
Monitor/track the check out process for state vehicles and office equipment assigned to the site.
Update and maintain mandatory DHS posters and information pamphlets.
Date stamp and process any incoming information and forms from clients, and route to appropriate workers in the office.
Assist clients in the completion of forms and answer basic questions. Cancel and reschedule appointments as required by branch procedures. Schedule meetings in the electronic room calendar.
Work cooperatively with work team and branch team to address coverage and procedural issues.

WORKING CONDITIONS
This position requires daily use of the computer terminal for data entry and retrieval.
Exposure to noise levels associated with a large office and constant client traffic in the lobby.

The regular work hours are from 8 AM to 5 PM, Monday through Friday. However, occasional compensated overtime of adjusted hours may be necessary in the interest of business operational needs.

Qualifications & Desired Attributes:
Your application materials, including your answers to the 'Supplemental Questions' will be reviewed to determine if you meet the minimum qualifications and how you meet the desired attributes for the position to which you have applied. Your answers to the supplemental questions must be reflected in your application.

MINIMUM QUALIFICATIONS
Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR
An Associate's degree in Office Occupations or Office Technology; OR
Graduation from a private school of business with a Certificate in Office Occupations or Office Technology; and one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

DESIRED ATTRIBUTES

Experience providing information and referral in person and by telephone.

Experience processing confidential information.

Additional Information:
The State of Oregon is now requiring all applications have a valid email address. DHS will communicate with all applicants by e-mail.
If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the DHS, Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.

If you need assistance to participate in the application process, you are encouraged to call 503-945-5698 (voice) or 503-945-6214 (TTY) between 8:00 a.m. and 5:00 p.m. (Pacific Time) Monday through Friday.

PLEASE CONSIDER JOINING US!

The Oregon Department of Human Services is committed to affirmative action, equal employment opportunity and workplace diversity

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State of Oregon - 2 years ago - save job