Office Specialist 2 (Clerical)
Human Services-Seniors & People with Disabilities - Klamath Falls, OR

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DHS13-1126, FULL-TIME

DHS is about people. We help Oregonians be independent, healthy, and safe. We protect children who are abused or neglected. We provide treatment services to people whose lives are damaged by alcohol and drugs. We serve seniors, people with disabilities, and people with mental illness. 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 Oregon Department of Human Services. There is one-permanent full-time opening located in Klamath Falls (714 main 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.

Duties & Responsibilities:

This position provides clerical support for the administration of Title XIX, Cash Assistance, Food Stamp and Social Service programs.

Reception
  • Greet the clients in person, register them. Find the proper person or resource for the client. Confirm and make appointments as needed.
  • Take messages correctly and route them to the proper persons.
  • Keeping the reception area stocked with brochures, clean and comfortable with easy access.
  • Route documents, forms and papers. Use the multi-line “Norstar” telephone system skillfully and its features.
  • Telephone reception when needed. Determine the client’s needs, route calls and/or take messages.

Medical Transportation
  • Collect information from Brokerage about client’s non-emergent medical appointments.
  • Create client reimbursement documents according to the DMAP rules on reimbursements.
  • Submit for Supervisor Review, and process reimbursement when appropriate.
  • Redirect any transportation reimbursement for SSP clients to the SSP’s transportation clerk.

FS Case Creation
  • Once a Page one has been signed and an appointment made, create a pending food stamp case on the computer within 48 hours.

AFS 459
  • Write up 459 forms for all returned OHP medical cards and Checks. Log names in AFS 459 Log Book.
  • Handle documents according to notations on signed and dated returned yellow/white copies.
  • Fill out appropriate Signature Verifying Release notation if being mail or canceled.
  • If mailed, fill out envelope and send out document, minus pink copy; log out of 459 log book.
  • If canceled: Medical cards are destroyed and logged out of 459 log book.
  • Checks are stamped canceled and logged out of 459 log book and then put in the safe until a SDS 176 can be completed and sent up to Salem. Branch holds are treated the same.
  • Do resolution at the end of the month to clear the old medical cards and cancel the checks and get them back to Salem.

Case Transfers
  • Transfer requests client files in and out, as needed. Maintain log of transfers.
  • Respond to worker requests for information on location of transferred files.

Oregon Trail Cards
  • Check EBT balances. Check functionality of cards and pin. Check eligibility and check photo ID. Check for prior card issued and active.
  • If there is an old card still active, deactivate card using appropriate code.
  • Retrieve new card and log out in book, enter client’s information in log book.
  • Enter new number in mainframe and save. Go to Deluxe Data System and activate the machine.
  • Activate cards pin number. Give client EBT Handbook and instructions on use. Issue new pin numbers when pin is forgotten or not confidential any more.
  • Daily audit/check in of EBT cards and completes the tracking form.

Attend trainings and seminars
  • In-town and out-of-town, sometimes staying overnight.
  • Maintain the organizational flow chart, office informational formal directory for managers and informal directory for unit.
  • Keep a directory for Klamath/Main/Lakeview units with phone number and load codes.

Take minutes
  • From All-Staff, Clerical, Case Manager Meetings, type them up and put in report form.

Maintain Office Equipment
  • Fax machine, Printers, Shredder, Date Stamps, Copier machine, and Staplers.
  • Fix jams, change toner, replace staples, replace paper, replace bags and call repair services on an as needed basis.

Perform Print Shop duties
  • Make photo copies, collate, make brochures, staple, sort, create over heads, stuff envelopes, shred mistakes and extra copies.
  • Call recycle community partner to pick up shredded paper.

Computers
  • When needed help out when staff are having computer problems or help setting up new employees.
  • As directed by Management, maintain RACF rights for employees (RACF & Access Sub-Administrator).

Overpayments
  • Receive Overpayment referrals and reports from workers, log in overpayment tracking document and mail to appropriate location for processing. Provide reports quarterly to Supervisor.

Mail
  • Assist in processing incoming and outgoing mail, including running thru the postage machine, taking mail to the Post Office and Inter Office Mail.
  • Assist other units when time permits – to do filing in hard files, reducing hard files and purging out dated material according to the record retention schedule, getting re-certification packets together

Professional Relationships
  • Promote participant well-being by participating in branch teams and on committees that look for more effective and efficient ways to provide our services.
  • Support professional collaborative working relationships in work teams by taking an active part in decision making, considering options, demonstrating flexibility, developing alternatives, and respecting other’s needs.
  • Establish and maintain a working relationship with clients, general public, community resources and other agency staff. Participate in community activities and outreach services occasionally.
  • Provide input to agency staff and community partners, sharing ideas and knowledge which can enhance case planning efforts.

Professional Development
  • Continually seek to develop and improve team effectiveness by enhancing communication skills in the areas of giving and receiving constructive feedback, negotiating solutions, personal effectiveness, conflict resolution and team effectiveness.
  • Attend education and training modules that encourage professional development and enhance continual learning.
  • Utilize agency resources to maintain and develop knowledge of computer systems to gather, compile and report information as required.
  • Assist in training and mentoring of co-workers. Collaborate with co-workers on solutions to difficult situations.
  • Develop and maintain knowledge of agency programs.
  • Other Duties as assigned

WORKING CONDITIONS
  • General office conditions. May come into contact with hostile, angry or mentally disabled people. May come into contact with persons with communicable diseases. Travel may be in inclement weather. The work schedule for this position is Monday through Friday for a 40 hour work week. May require some overtime work before and after scheduled work hours and on weekends.
  • This position requires occasional travel of more than 100 miles per one-way trip. This position requires a valid driver’s license and an acceptable driving record. If not, you must be able to provide an alternate method of transportation. This position may include contact with hostile and/or difficult individuals. This position also includes an office environment that includes long periods of sitting for data entry, document reviews and desk side interviewing. Daily ongoing use of a keyboard and CRT screen are necessary.
  • This position requires a good attendance pattern, and appropriate use of accrued paid leave in order to ensure branch coverage for vacations and other leaves, as well as acceptable customer service for our clients, community partners and the general public.

Qualifications & Desired Attributes:

MINIMUM QUALIFICATIONS

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.

DESIRED ATTRIBUTES

Experience working in an office-style environment where you were responsible for providing customer service to customers via telephone and in person

Experience using multi-line telephones

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

Experience making referrals to other agencies or community resources

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

Experience with a high volume of paper work

Experience reviewing documents and work for accuracy

Experience processing incoming and outgoing mail in a work environment

Experience with office support duties/tasks

Applicants that meet the minimum qualifications and most closely match the desired attributes will be invited for an interview.

Additional Information:

To improve communication with all applicants the State of Oregon now requires an e-mail address be provided on all applications. For more information on veterans' preference points, visit:
http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtml

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.

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.

PLEASE CONSIDER JOINING US!

The Oregon Department of Human Services/Oregon Health Authority is committed to affirmative action, equal employment opportunity and workplace diversity.

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State of Oregon - 11 months ago - save job - block
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