Office Specialist 2
Human Services-Seniors & People with Disabilities - Milwaukie, 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 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 (APD), which is part of the Department of Human Services. There is one permanent full-time opening located in Milwaukie (International Way). 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:

Perform support services duties for the Clackamas County APD Branch Manager, Case Managers, and HSS3’s, as well as provide customer service to clients, their family members, and the general public. Actively seeks to achieve the DHS goals of integrity, stewardship, responsibility, respect, professionalism, innovation and service equity.

Actively seeks to provide culturally appropriate services where individuals are treated respectfully, compassionately and effectively in a manner that recognizes, affirms and values the worth of children, individuals, families and communities, protecting and preserving the dignity of each. This includes: culture, language, national origin, class, race, age, ethnic background, disability, stage of development, religion, gender, sexual orientation and other differences/diversity factors.

Telephone reception includes, but is not limited to: receiving incoming phone calls, routing calls, taking messages, providing general information and initial screening for programs and services our agency provides. Referrals to other agencies and community resources when appropriate. Responsible for enabling/disabling the night service daily and to forward messages left on the General Delivery mailbox.

Assist walk-in clients and the public at the counter; includes, but is not limited to: initial screening of applicants, provide general information regarding our programs, make referrals to other agencies and community resources, review computer screens for current client status, contact the client’s worker with questions/concerns. Make copies, send faxes, and date stamp client documents; occasionally assist a client in completing forms and giving directions to other agency offices.

Order/purchase office equipment, supplies, forms, and brochures for the branch office via the DHS FBOS screen, ADPICS, VISA and Boise Cascade/ Office Max. Confirm delivery of product with the purchase invoice. Stock supplies, forms and brochures on shelves and in the lobby.

Retrieve, date stamp, and distribute faxes, fill paper trays for the printer, copiers, and fax machine, back-up for processing the out-going mail.

EPD (Employed Persons with Disabilities program) payments, issue EBT (Electronic Benefit Transaction) cards and PINs (Personal Identification Numbers). Receipting.

Filing clerk, transfers in/out. Labeling and making case files.

Required to drive the state cars occasionally for maintenance appointments.

Performs other duties as assigned.


General office environment. Occasional travel to training and drive state cars for maintenance appointments. You must have a valid driver's license and an acceptable driving record. If not, you must be able to provide an acceptable alternate method of transportation.

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.


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.


Experience communicating effectively with people over the telephone, in writing and in person.

Experience providing customer service to customers in person or over the phone.

Experience processing time sensitive documents.

Experience maintaining files and records.

Experience using computer to enter and look up information.

Experience handling competing or changing priorities mid-stream to meet differing deadlines.

Experience working with confidential information.

Experience processing incoming and outgoing mail in a business setting.

Experience referring clients or customers to other community resources..

Experience working as a part of a team-oriented office.

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.
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