Office Specialist 1 (Office Specialist)
Justice-Child Support - Salem, OR

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Make a difference at the Oregon Department of Justice! Come enjoy a great work environment, an enthusiastic team, and excellent benefits. We are committed to upholding the rule of law for all the people of our state through the different missions of the Department.

This recruitment will be used to fill an Office Specialist vacancy with the Salem Program Services Section of the Division of Child Support. We are looking for an office specialist to contribute to our mission. In this position, you will be consistently expected to provide outstanding customer service while accurately executing quality work products.

The Division of Child Support is dedicated to establishing paternity and child support orders, and enforcing child support obligations in cases involving families who are receiving or have received public assistance, and in certain non-assistance cases.

The pay and benefits on all announcements may change without notice. Please be aware that due to the economic downturn and subsequent state budget shortfall, the Governor has ordered mandatory unpaid furlough days for employees. This position will be required to take furlough days in the 2011-13 biennium. The total number of unpaid furlough days to be taken during the biennium is determined by the employee's monthly salary and date of hire. Because of this, the advertised salary does not reflect the impact of furlough days required of this position.

Duties & Responsibilities:
This position provides a wide variety of general office support to a child support work unit or team that directs, documents and processes various child support actions in compliance with state, federal and court regulations. Duties include, but are not limited to:
  • Assist Supervisor with time capture records maintaining spreadsheet; copying and distributing approved leave slips; ensuring employees have leave slips for all absences; checking electronic time sheet to ensure it coincides with leave slips. Supporting the interview processes by scheduling interviews; developing packets for interview panel; developing formal communications re interview/job (using templates). Input TTMS training records. Distribute, collect, track War reports; end completed reports to HR each month. Collect completed sign offs for annual employee certifications, copy and distribute originals to HR.
  • Compare and validate information on computerized child support records with other documents, referrals or computerized case records and add, delete or update information to maintain current and complete child support case records.
  • Complete a variety of pre-formatted, standardized legal forms from legal referrals on a production basis. Determine which form and proper formats are appropriate using standard quality control instructional worksheets and referrals. Modify standardized forms as necessary for specific actions. Distribute completed legal actions and other documents. Review document to ensure correct grammar, spelling, and case information.
  • Receive and respond to general inquiries about the current status of child support cases. Provide basic information regarding the Oregon child support program and related programs. Refer specific inquiries to Case Managers or Branch Managers for customer contact.
  • Update office manuals and office library materials. Maintain various records for the office or team, including (those regarding) statistics, personnel, attendance, billing, supplies, and inventories. Create files, organize and maintain filing systems for the team, unit or office. Take, generate, and distribute meeting minutes as assigned. Assist supervisor with related duties as assigned. Prepare outgoing mail. Sort and process incoming mail.
Working Conditions :
Working in an open office environment with noise from ringing telephones, walk-in traffic, printers, telephone conversations, copiers, and other office equipment. Managing a large computerized caseload through work done by: understanding and interpreting multiple computer program screens for long periods of time; changing quickly from one screen, program, data base and case type to another; coordinating the data; recalling the differences and similarities; and applying legal principals and accounting standards. Dealing in a professional manner with parties who are irate, emotionally distraught and sometimes hostile or verbally abusive. Dealing with frequent interruptions and changes, including computer downtime, meetings, training sessions, frequent changes in forms and procedures due to changes in laws, rules, and policies, and incoming calls and walk-in visitors.

Qualifications & Desired Attributes:
Minimum Qualifications
Completion of courses or training in Office Technology; OR
One year of general clerical experience which included typing, word processing, or other generation of documents; OR
An equivalent combination of training and experience.
Desired Attributes
Strong computer skills, experience doing production level data input
Type 55 WPM minimum
Professional communication skills
Excellent customer service; ensures information is processed timely and accurately

Additional Information:
To Apply:
Follow the " Apply " link above and complete the Oregon Employment Application online. All application materials must be received by the closing date/time posted on this announcement.

This announcement has supplemental information required for submission. Please see the SUPPLEMENTAL QUESTIONS section of this announcement. Only complete applications will be considered. Be sure to answer all supplemental questions and attach all required documents. Responses to the supplemental questions will determine if you meet the minimum qualifications, any special qualifications and/or desired attributes for the position. Qualified applicants whose responses most closely match the requirements for this position will be invited to interview. Transcripts must be submitted to receive credit for education coursework at the time of application.

Your application must clearly show how you meet the qualifications and desired attributes listed in this announcement. The "Work Experience" section must include the position(s) you have held, organizations for which you have worked, complete dates of employment, and a detailed description of your duties and level of responsibility. Qualifications will be determined based on the information provided in the "Work Experience" and "Education" sections of your application. If your description of work in the "Work Experience" section is too brief and/or insufficient to determine if you meet the qualifications for the job, your application will not be accepted. A resume is not required to apply for this position and will not be viewed to determine your qualifications.

Finalists will be subject to a computerized Criminal History and Driver and Motor Vehicle Services check as well as a thorough background investigation. Adverse background data may be grounds for immediate disqualification.

  • IMPORTANT NOTICE - Email Addresses Now Required*
The state of Oregon is now requiring all applicants to have a valid email address. If you do not currently have an e-mail address and do not know where to get one, please refer to our Applicant E-Recruit FAQ's web page here to view several providers of free e-mail accounts. The state of Oregon does not endorse any particular provider.

If you require an alternate format in order to complete the employment process, you may call Recruitment Services at (503) 947-4328 or TTY (800) 735-2900 for the hearing impaired. Please be prepared to leave a message describing the alternate format needed.

The Department of Justice does not offer visa sponsorships. The candidate selected for this position will be required to complete the US Department of Justice Form I-9 within three days of hire to confirm authorization to work in the United States .

CONDUCT EXPECTATIONS : The role of the Oregon Department of Justice is to provide justice and uphold the rule of law. Employees of the Department are required to meet the highest standards of professional conduct and ethics while on the job, and also to maintain those same high standards when taking actions in their personal lives that could reflect on the Department.


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