Administrative Specialist 1 (Administrative Specialist)
Human Services-Seniors & People with Disabilities - Oregon

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DHS13-0057

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 District 12 covering the Pendleton and Hermiston offices. 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 primary purpose of this position is to perform and coordinate administrative tasks in support of local office operations. Perform position duties in a manner which promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully. Engage in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develop good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving constructive feedback and suggestions, in an effort to strengthen work performance. Contribute to a positive, respectful and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services. Demonstrate the DHS Core Values. Develop procedures, filing systems and forms necessary to complete work and ensure efficient flow of information and delivery of support services within the district. Coordinate the efficient flow of documents and requests for information regarding agency policies and procedures. Demonstrate customer service when dealing with customers, stakeholders, partners and co workers. Work with Facilities, building maintenance calls, ordering office supplies. Provide support services for managers to include; meetings (minutes, copies, agenda’s, etc.), maintain attendance system of staff and audit monthly leave accrual and reconciliation of timesheets. Maintain files of time records. Maintain supervisory files. Prepare for and perform business reviews and audits per protocols. Track outcomes of business integrity audits and assist managers to analyze and evaluate the data. Put appropriate systems in place in response to audit findings that identify need for greater control in specific areas. Responsible for tracking location and retention of stored business records and files and purge schedules. Maintain Small Purchase Order Transaction System (SPOTS) card duties, RACF administrator duties, scheduling and set up of Video Conference (VCON) and group Netlink training. Perform new employee orientations. Assist staff with payroll questions and requests. Complete administrative hiring duties when needed – request to fills, job postings. Track completion of performance appraisals and distribution. Maintain personnel files with updated information Reception duties as needed to back up office specialists. Other Duties as assigned WORKING CONDITIONS This position will usually work a standard work week. Day travel will be required regularly within the service area; some overnight travel may be required for training. The position will require the ability to have; attention to detail, work on tasks simultaneously, sometimes with short time frames and will also require regular contact with a variety of people. This position will support both the Pendleton and Hermiston offices. It is required that this position work in both offices 50% of the time.

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

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.

DESIRED ATTRIBUTES

Experience working with confidential and sensitive information.
Experience with meeting preparation duties/tasks.
Experience with administrative duties/tasks.
Experience preparing for and performing business reviews and audits per protocols.
Experience assisting with analysis and evaluation of data from reviews and audits.
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.

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 - 17 months ago - save job - block
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