Administrative Specialist 1 (APS Administrative Specialist)
Human Services-Seniors & People with Disabilities - Medford, OR

This job posting is no longer available on State of Oregon. Find similar jobs: Administrative Specialist jobs


The Department of Human Services (DHS) is about safety, health and independence for all Oregonians. We help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice and preserve dignity. We protect children who are abused or neglected. We serve seniors, people with disabilities. 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 Aging and People with Disabilities, which is part of the Department of Human Services. There is one permanent full-time opening located in Medford (State St). 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 these positions may be required to take furloughs in the biennium 2011-2013.

Duties & Responsibilities:

The purpose of this position is to provide administrative tasks in support of the two county Adult Protective Service (APS) program. The field office provides social and financial services to elderly recipients of Title XIX and adults with physical disabilities. The work hours for this position are 8-5, Monday through Friday.

Perform and coordinate administrative tasks in support of the APS program. Develop procedures, systems and forms in APS unit to ensure a smooth flow of services and operations including tracking, scheduling and delivery of services.

Initial contact for incoming communications by phone and in person to the APS unit. Per APS Screening Matrix, gather information and determine type of contact. Perform preliminary research to include previous complaints and Oregon Access (OACCESS) narration. Assign contact to available APS Investigator.

Resolve problems with callers, (individuals, providers, community partners) through discussion and seek solutions through explanation and offering information. Make referrals to community partners as appropriate.

Explain laws, rules and procedures for obtaining services in general, especially APS.

Perform and deliver basic research regarding resources in the community to assist callers in meeting non-APS needs.

Track and monitor APS assignments and other data to ensure timely flow of service to clients. As programs change, develop and maintain new systems to track data.

Develop procedures, systems and forms to maintain currency of public files, report logs, hold logs, consults and Client Care Monitoring Unit (CCMU) referrals. Maintain all Community and Facility Reports.

Prepare confidential and sensitive correspondence and reports. Compile and deliver quality of service and volume of work reports for investigators, managers and Central Office staff.

Plan, formulate, schedule and conduct presentations to the community in general, community partners – including Law Enforcement Agencies (LEA) -- and agency staff on the roles, responsibilities, processes and expectations of APS work.

Accompany visitor when requesting public file to be shown.

Develop and maintain systems to log and track staff absences and vacation requests to ensure adequate resources for service delivery work flow. Manage and reconcile staff time sheets and balance reports for completeness and accuracy. Problem solve with staff as necessary before routing to the APS Program Manager.

Communicate on a regular basis to problem solve with Central Office Payroll issues of staff pay and time off, etc.

Serve as back up to Adult Foster Home (AFH) Unit to inventory and order copier and office supplies.

Attend meetings and trainings to maintain and upgrade job skills and knowledge (Medical Worker, Payroll, etc.) Attend quarterly district Administrative Specialist meetings to coordinate and review processes on an agency-wide basis.

Provide clerical backup for other District 8 offices as requested by management.

Perform other related duties as assigned.


General office environment. Limited physical exertion. May come into contact with irrational, hostile or angry people who may become verbally or physically abusive. Work closely with individuals who may have difficulty receiving, processing or verbalizing information.

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.


Three years of clerical/secretarial experience which included : Two years at a full performance level performing typing, word processing, or other generation of documents and lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

No substitution will be made for the two years at the full performance level.


Experience answering routine inquiries for information about programs or services provided by your employer.

Experience communicating decisions, rules, policies and procedures.

Experience interviewing to gather information regarding alleged incidents of abuse or neglect.

Experience working with confidential and sensitive information.

Experience handling multiple tasks with differing critical deadlines and objectives.

Experience tracking and monitoring data.

Proficiency with software programs such as Microsoft Office and Oregon Access.

Experience referring customers/clients to community resources.

Experience performing administrative support duties.

Only the candidates whose experience most closely match the qualifications and desired attributes of this position will be invited to an interview.

Additional Information:

IMPORTANT NOTICE – Email Addresses Now Required

The state of Oregon is now requiring all applications have a valid email address.

If you do not currently have an email address and do not know where to go to get one please refer to our Applicant E-Recruit FAQ's web page. Click on the link below to go directly to question #14 to view several internet providers where you can get a free e-mail account. The State of Oregon does not endorse any particular provider.
Applicant E-Recruit FAQ's

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.

DHS will communicate with all applicants via e-mail.

If you need assistance to participate in the application process, you are encouraged to call 503-945-5698 (voice) 8:00 a.m. and 5:00 p.m. (Pacific Time) Monday through Friday. TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900.

If you need assistance with adding attachments to your profile or to a specific job posting please go to Adding and Removing Attachments to a Profile and Job Posting for further instructions. This quick help guide can also be found on the State Jobs Page by clicking in the Applicant E-Recruit FAQ's then click on Applicant Profile Maintenance.


The Oregon Department of Human Services is committed to affirmative action, equal employment opportunity and workplace diversity.
  • State Directories
  • Agencies A to Z
  • Oregon Administrative Rules
  • Oregon Revised Statutes
  • About

Web Site Links

State of Oregon - 22 months ago - save job - copy to clipboard