Office Specialist 2 (Discovery Clerk)
Human Services-Children, Adults & Families - Salem, OR

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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.

The Department of Human Services branch office, Child Welfare Programs is seeking to fill one position to provide clerical support. This position is full-time, located in Salem (4600 25th Avenue NE Suite 110) and 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 will be required to take furloughs in the biennium 2011-2013.

Duties & Responsibilities:

This position provides clerical support to Child Welfare programs.


Completes Discovery of documents as required by policy/law including copying and redaction of protected information. Performs specialized record processing activities requiring independent judgment to make decisions or select a course of action based on laws, rules, policies and procedures within the program; reviewing documents for compliance with established criteria, ensuring all necessary documentation is provided and is complete.

Explains and clarifies rules, process and procedures to other agency staff and the public.

Composes and types correspondence, reports, memos or other documents.

Collects and compiles data requiring specialized program knowledge as well as judgment in selecting from a variety of reports, computer printouts, etc.

Provides training to agency staff and the public relative to requirements, policies, procedures, rules and statutes as they relay to discovery issues.

Reviews materials for proper completion and accuracy against computer-generated and ad hoc reports, making corrections where needed.

Directly inputs information into computerized system.

Assimilates reports based upon requestor, type of request and information in file.

Compiles billing information for discovery services.

Receives and screens telephone calls; makes referrals and answers questions as appropriate.

Receives and reviews incoming mail and requests for information; determines mail needing further research; gathers and assembles necessary information and submits to superiors; responds to items not requiring supervisory review or resolution.

Maintains control records of information received, routed, assigned or dispersed.

Coordinates work on assigned projects.

Organizes and maintains filing systems.

Performs filing duties on all cases, open and closed, in accordance with the branch protocol and consistent with the agency “File it Guide”. Assist with archiving of closed cases, in accordance with state archiving rules and policies.

Other duties as assigned.

Contact with hostile and or mentally/Physically challenged clients.

Sitting for prolonged periods of time.

Y ou must have a valid driver's license and an acceptable driving record. If not, you must be able to provide an 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;


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 working in an office environment.

Experience handling multiple task/assignments/duties.

Experience using Microsoft Office Applications.

Experience providing clerical support duties which included organizing information and completing paperwork.

Experience responding to inquiries about specific program information and services.

Experience maintaining confidentiality.

Experience entering and retrieving information using database systems.

Experience working with a Human Services program.

Experience with ORKids.

Only the candidates whose experience most closely match the qualifications and desired attributes of this position will be invited to 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:

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:


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