Office Specialist 2 (Office Specialist)
Human Services-Seniors & People with Disabilities - La Grande, OR

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DHS13-0108

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 serve seniors, 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 La Grande (Gekeler Lane). 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:

The primary purpose of this position is to provide initial contact to applicants/clients coming into the La Grande Office, complete basic screening, perform secretarial, technical and administratively related tasks in support of management, human resource specialists and case management staff in the La Grande Multi-Service Office (MSO). The purpose of these efforts is to enable staff to achieve the agency’s mission, goals and philosophy.

Conducts initial screening with applicant/client to secure demographic data for the purpose of attaching this information to ACCESS screening tool in the program areas of Title XIX, Supplemental Nutrition Assistance Program (SNAP), Oregon Health Plan (OHP) or Qualified Medicare Beneficiaries (QMB). The office specialist duties include, but are not limited to:
  • Assigning of Title XIX, SNAP, Presumptive Medicaid Disability Determination Team (PMDDT), QMB, OHP transferred on-line to the La Grande MSO, checking all available data for previous contact or assistance and requesting transfer of ACCESS case;
  • Answering incoming calls, determining nature of contact, provide information and referral as needed, routing call or message to appropriate staff;
  • Reviewing and assist in completing, as requested, client forms for completeness and accuracy;
  • Investigates applicant/client problems, responds to questions, resolves discrepancies relating to non-receipt of SNAP benefits, Home Care Worker (HCW) checks, scheduling problems, etc.;
  • Issues Home Care Worker payments on-line
  • Issue EBT cards and complete required documentation and forms;
  • Complete resource and referral requests, including transportation requests;
  • File and purge case records within appropriate time lines;
  • Sort, date stamp and distribute incoming mail;
  • Weigh, apply correct routing information, apply correct postage for outgoing mail;
  • Primary support for Meals on Wheels payments;
  • Provide reception service to clientele and the general public who walk-in requesting services or information about the agency and programs and/or refer to appropriate staff.
Completes and assures appropriate sign off and data enters required letters, office correspondence, Title XIX and SNAP related forms within appropriate time lines; keeps district manager and supervisor informed of problems and performance of job; observes all Aging and People with Disabilities (APD) policy and procedures at unit, district and state levels; attends all training, as requested.

Cooperate, communicate, ensure all treatment is with dignity and respect, and promote good working relationships with other agencies and providers, i.e. Social Security, Veterans Affairs (VA), Self Sufficiency (SS), adult foster homes, contract agencies; counsel applicant/client regarding availability of other resources; attend and participate in all staff and office support staff meetings. Provide Home Care Worker Orientation on a monthly basis.

Perform 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 from 8am to 5pm. 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 drivers 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 computer 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:

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.

MINIMUM QUALIFICATIONS

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. If you are using education to qualify, you must attach transcripts.

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.

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.

PLEASE CONSIDER JOINING US!

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

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