Office Specialist 2 (Contract and Support Specialist)
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 health care and 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 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 Salem (Summer St 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 position supports staff by submitting, and tracking facility contracts utilized by Aging and People with Disabilities (APD), monitoring insurance information, and providing overall support for the contracts process. This position also supports the specific needs contract team, in processing and tracking specific needs contracts for APD. Additionally, this position is responsible for supporting exceptional rates and community health supports program for the APD Field Support Unit. Responsible for requesting and monitoring timeframes for APD’s long-term care facility contracts. Supports contract administrators by verifying contract request information in accordance with agency policy and Oregon Administrative Rule. Submits information to the Office of Contracts and Procurement (OC&P). Distributes contracts for signatures, coordinates with the Office of Licensing and Regulatory Oversight when a contract is executed, renewed, amended, or terminated. Requests contract renewals, amendments, and terminations from OC&P under direction of the contract administrator. Monitors contracts for compliance of required insurance guidelines. Develop procedures for tracking contract information and ensure accuracy and timeliness with processing APD long-term care facilities. Support the specific needs contract team. Submit requests, monitor timeframes, and coordinate the submission of new requests, renewals, amendments, and terminations for specific needs contracts. Develop a system for tracking quality assurance performed by members of the team, and ensure that agency standards are met. Coordinates requests for new contracts and resource development opportunities with the APD/Area Agencies on Aging (AAA) field structure. Enters and maintains the Enhanced Care Database. Reviews admissions, updates when individuals leave the program. Assist with tracking feedback from Behavior Support Services program. Supports the APD Field Support Team in administrative tasks in order to support the field structure. Provides administrative support for this unit, including calendaring and sending out reports and memos. Other tasks as assigned. WORKING CONDITIONS Occasional statewide travel (some overnight) may be required.

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 researching, inputting, updating and retrieving alpha-numeric data.

Experience using a computer/computer terminal to enter/retrieve data

Experience with contract support duties/tasks.

Experience developing procedures for tracking contract information and quality assurance to ensure accuracy, timeliness and agency standards are met.

Experience monitoring contracts for compliance of required guidelines.

Experience providing office support to a unit or work group.
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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State of Oregon - 16 months ago - save job - block
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