Administrative Specialist 1 (Administrative Coordinator)
Human Services-Seniors & People with Disabilities - Salem, OR

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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 provide long-term care services to seniors and 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 serve many diverse people and communities across Oregon and are focused on creating an inclusive work environment and on ensuring that the results we achieve for all Oregonians are equitable. 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 Information Technology Business Supports, which is part of the Department of Human Services. There is one permanent full-time opening located in Salem (Summer Street NE) . 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:
This person in this position plays a critical role in two major areas: support for essential systems that issue payments for client direct services, and support for provider payment processing. This position provides administrative support, project coordination, and technical assistance for the Information Technology Business Support Unit. This unit is involved in design, testing and implementing payment and eligibility systems that support both the Aged and Physically Disabled (APD) and the Developmentally Disabled (DD) Program Areas. This position performs claims processing, error resolution and data integrity work for APD/DD systems. Project Management Support Support program initiatives by assisting the Project Manager in managing schedules, coordinating work sessions, creating and maintaining documentation of proposed changes, creating and maintaining various databases and identifying supporting activities. Provider payments Perform a variety of provider payment activities including reviewing and entering claims and problem/error resolution. Ability to make independent judgments and decisions concerning a course of action to be taken. Administrative Support Provide direct administrative support to the Information Technology Business Support Unit Manager Data preparation Perform a variety of data functions at a technical or administrative level requiring decision-making within established laws, rules, policies, and procedures. Collect, organize, and prepare data in both narrative and statistical report formats. Meeting support Provide support for unit and enterprise wide decision-making bodies and workgroup meetings, which contain discussions of multiple programs and complex issues with statewide impact. Many of the topics are highly confidential. This work includes managing membership lists, preparing agendas and meeting materials, securing meeting sites, taking/preparing minutes, tracking and electronically distributing communications. Technical Assistance Provide back-up technical assistance for security issues and other systems uses (e.g., eXPRS service desk support). Use the CA system to manage/respond to referrals from the Service Desk. Assist in data integrity tasks, researching errors, analyzing and describing trends and performing data entry to correct the errors. Assist the Project Manager in providing technical assistance for new task assignments. User Manual support Support the preparation of user manuals and procedures by establishing document standards and editing and proofing documents. Attend all unit and team meetings Other duties as assigned by Supervisor WORKING CONDITIONS The individual in this position is expected to perform in a high volume work setting, with frequently changing priorities. The individual must be able to work on multiple projects simultaneously, each having changing time lines and requirements. The individual must be able to respond effectively to verbal instructions, cope with frequent interruptions, and moderate noise levels. The individual must be able to gather information required to complete assigned projects. Employee may be asked to work extended or nonstandard work schedules.

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 performing program support duties.

Experience using Microsoft Access, Microsoft Project, MMIS, and Oregon ACCES.

Education, training or experience with data collection/reporting.

Experience working with confidential information.

Experience with meeting preparation duties/tasks.

Experience performing provider payment activities.

Experience providing back-up technical assistance for security and systems issues.
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.

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