Office Specialist 2 (Office Specialist)
Human Services-Children, Adults & Families - Albany, 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

This employment opportunity is with the Oregon Department of Human Services/Child Welfare Programs. There is one full time position located in Albany. 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 this position will be required to take furloughs in the biennium 2011-2013.

Duties & Responsibilities:

This position provides clerical support to staff.


Ensure timely, accurate, detailed data entry of client information in OR Kids, IIS and FACIS, or other required systems including but not limited to, identify documentation, narrative, and six-month narrative recordings, case notes, demographic details, social history, ICWA status, education records, medical records and legal information. Compile and maintain up-to-date case records, with all necessary documentation, forms and correspondence including legal, education and medication information, in chronological order, related to the respective client and their services. Type, write, and/or prepare accurate and timely, forms, reports, correspondence, and payment documents related to client service delivery.

Photocopy, file, and purge documents in accordance with policy. Respond to requests for case record information, timely and according to policy. Archive records, as needed or requested.
Review applications, forms or other documents for compliance with established criteria ensuring that all necessary documentation is provided and complete. Assist with the correction of client/ case information identified in computer-generated discrepancy lists.

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Prepare log and transfer case records to other branch offices as requested. Ensure plans and services are closed and case records are complete. Receive case records from other offices, log, and distribute as directed.

Provide back-up coverage for other staff as needed.


Communicating with hostile and/or upset clients in person and by telephone.

Working a flexible work schedule as a condition of employment. This means that the hours of work may vary from day to day and may include evenings and weekends. Work schedule specifics will be determined by the hiring supervisor.

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 providing information and referral in person and by telephone.

Experience processing confidential information.

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

Additional Information:

The State of Oregon is now requiring all applications have a valid email address. DHS will communicate with all applicants by e-mail.

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) or 503-945-6214 (TTY) between 8:00 a.m. and 5:00 p.m. (Pacific Time) Monday through Friday.


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