Office Specialist 2 (Office Specialist)
Human Services-Seniors & People with Disabilities - Oregon City, OR

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DHS13-0104

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 Oregon City (Molalla Ave). 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 performs support services duties for Aging and People with Disabilities in Clackamas County. The person works with the office manager, case managers, and Human Services Specialist 3’s, as well as providing customer service to clients, their family members, and the general public. Actively seeks to achieve the DHS goals of integrity, stewardship, responsibility, respect and professionalism.

Actively seeks to 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, stage of development, religion, gender, sexual orientation and other differences/diversity factors.

Records Coordinator – responsible for maintaining order in the client file room for the Oregon City Office, archiving records for office, and retrieving records as needed for staff in a timely manner. Monitor, track, and document transfer of cases in and out of office using Oregon ACCESS and the State DHS mainframe screens.

Assist walk-in clients and the public at the counter including: answering phones, initial screening of applicants, provide general information regarding our programs, make referrals to other agencies and community resources, review computer screens for current client status, contact the clients worker with questions/concerns. Make copies, send faxes, and date stamp client documents, occasionally assist a client to complete forms and give directions to other agency offices. Prepares out going mail for pickup. Retrieve and distribute faxes, fill paper trays for the printer, copiers, and fax machine; processing the out-going mail and back-up for incoming mail.

Assist with the order/purchase of office equipment, supplies, forms, and brochures for the office via the DHS Forms Branch Ordering System (FBOS) screen, Advanced Purchasing and Inventory System (ADPICS), VISA and Boise Cascade. Confirm delivery of product with the purchase invoice. Stock supplies, forms and brochures on shelves and in the lobby.

Back-up other business services such as completing billing forms, assembling application packets, requesting provider numbers, assist with re-determination packet mailings, and review and process Home Care Worker (HCW) applications.

Perform other duties as assigned.

WORKING CONDITIONS

General office environment. Occasional travel to attend employee training classes.

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 with general clerical duties/tasks.

Experience proofreading and editing documents.

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 reviewing technical forms or information for compliance with established criteria.

Experience using a computer to enter, update, research and verify information.

Experience organizing work efficiently and exercising independent judgment in making appropriate decisions concerning work methods.

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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State of Oregon - 18 months ago - save job - block
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