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

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DHS is about people. We help Oregonians be independent, healthy, and safe. We protect children who are or who have suffered abuse or neglect. We provide treatment services to people whose lives are affected or impacted 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, within Child Welfare, is seeking to fill an Office Specialist 2 position. This is a permanent, full time position located in McMinnville (NE Norton Lane) 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.

Duties & Responsibilities:

This position is assigned to the support unit of the Child Welfare (CW) agency. The support unit provides critical support to the casework and management units across all disciplines as requested or required. The support unit work guarantees compliance with State and Federal laws to ensure maximum funding for all District programs.

The primary responsibilities for a person in an Office Specialist 2 position is to ensure the timely production of all payments, policy/procedural requirements, forms and letters are in accordance with DHS/CW policy and procedures. Decisions must be made independently and accurately in processing procedures related to client services. Confidentiality must be maintained and clients referred to appropriate resources.

Reception Support Duties:
  • Provide phone and reception support for the Child Welfare agency by answering questions, directing calls and inquiries, as appropriate, in a timely and respectful manner. Greet clients, public and other agency officials at front reception desk, providing assistance as needed, notifying appropriate staff of client arrivals and directing visitors to appropriate meeting rooms.
  • Maintain order in the lobby area according to office policy and direction
  • Distribution of client gas vouchers and bus passes as well as obtaining necessary signatures and maintaining the daily log of vouchers issued.
Case File Preparation Duties:
  • Prep and Copy Cases for Discovery/Disclosure/LAR’s
  • Prep/ Tab Files for Legal Reviews
  • Track records requests as needed
Discovery Clerk Duties:
  • Produce scans or copies of requested items for each lawyer pertaining to case needs as well as ongoing monthly Discovery records.
  • Delivery of Discovery disks to court in person as needed or arrange pick up/delivery with the appropriate people involved.
  • Assist and process records requests.
Case Management Coordinator (CMC) Duties:
  • Provide support to caseworkers for filing paperwork into case files.
  • Close and transfer cases.
  • Create case and assessment files.
  • Enter person management data into OR-Kids (Data System), scanning and saving documents into the case file cabinets.
  • Provide support for placement and services.
  • Maintain office labels and informational lists for the office.
  • Assist with creating Purchase Orders, printing medical cards, distributing mail, creating and distributing letters to clients, attorneys and foster families.
  • Scaning and uploading documents into the case file cabinet.
  • Person management and Case Management information data entry.
Ongoing duties also include (but not limited to):
  • On occasion shopping with or for client needs, using a Visa Spots card to pay. If assigned a Spots Visa card, purchases are reconciled on your visa log and reconciled with the visa statement.
  • Support to the records clerk to expunge records as needed, as well as archiving duties. Photos processed for Child Protective Service unit.
  • Processing letters for the Child Protective Service Unit
  • Room scheduling - printed and displayed in our office .
  • CMC unit processes employee ID badges.
  • Many ad hoc duties come up daily as well.
Medical Assistant Specialist Duties:
  • Support CW case workers with all Medical requests.
  • Review client information on OR-Kids to obtain medical eligibility, complete appropriate form (501A or OMAP 729) requesting services and authorizing payment, and send forms to providers.
  • Track all medical provider requests to ensure payments are issued for services.
  • Tracking and data entyr for Psychotropic Medication
  • Medical information data entyr on each case participant
  • Tracking of Mental Health Evaluations, Physical Screenings and Child Assessments for Enhanced Supervision.
Notary Duties:
Notarize by verification of record, stamp and maintain a notary log of participant’s signature on legal documents for Child Welfare.

Additional Responsibilities:
Employees must actively seek to achieve the DHS goals of integrity, stewardship, responsibility, respect, service equity, innovation and professionalism, as well as 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, state of development, religion, gender, sexual orientation and other differences/diversity factors.


The work environment in a DHS Child Welfare office can be stressful with many last minute deadlines, working with multiple manuals, policies, computer screens, forms, and court orders.

There is frequent contact and coordination with other agencies and community partners. Exposure to angry, hostile parents and family members regarding the children we serve.

Regular attendance and teamwork are a necessary part of this position.

You must have a valid driver's license and an acceptable driving record. If not, you must be able to provide an alternate, acceptable method of transportation.

Qualifications, Required & Requested Skills:

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.

Agencies may supplement the minimum qualifications to require specific knowledge and skills as specified in the Classification Specification.


Experience in computer technology.

Experience with DHS programs.

Experience communicating effectively in person and by telephone.

Must be able to communicate, interpret and process information.

Experience processing confidential information.

Experience gathering, documenting, and reviewing information necessary to establish details are accurate.

Experience with organizational skills, attention to detail and good use of time.

Ability to establish and maintain good public relations with others (foster parents, applicants, etc.).

Must have the ability to make good judgments and prioritize work with limited information or in stressful situations.

Ability to work independently and as a member of a team .

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:


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