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, within Child Welfare is seeking to fill one Support Staff position to provide clerical and administrative support to the Independent Living Program. This position is full-time , located in Salem (500 Summer St NE) 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:
The Independent Living Program Support Staff position provides clerical and administrative support to the ILP area. This position is pivotal for maintaining the ILP data-base for determining outcomes on youths who have participated in the ILP. This position requires the ability to work independently; maintain a cooperative and helpful attitude, customer service and the ability to exercise good judgment in carrying out clerical and administrative duties without direct supervision. Duties include:
Daily utilization of ORKIDS, Excel, Word, Outlook.
Maintain ILP data-bases and general data entry.
Enters purchase orders.
Maintains contact listings.
Tracks services, goals and outcomes for each specific youth in the Independent Living Program.
Enter and update client information as profile forms are received from the Contractors. Ensure all appropriate information has been filled in.
Review and process request from the field for ILP Discretionary Fund Requests. Work closely with Disbursement Unit for handling of special requests.
Reviews client invoices submitted by providers. Compares invoices against ORKIDS and notes discrepancies. Sends notification to DHS child welfare, Tribal representatives, and Contractor staff as to corrections needed to bring youth listed into compliance with Grant and State guidelines, rules and regulations.
Assist in arranging logistics of statewide meetings, trainings and program reviews, i.e. registrations, payments, per diem, room accommodations, audits travel reimbursement requests, motor pool reservations, food and beverage arrangements, handouts, compiling lists, etc.
May assist with program reviews, which includes, compiling statistical data on each contractor and working with branch staff to schedule interviews with ILP staff, youth, foster parents, and caseworkers.
Receive, open, review, and distribute incoming and outgoing mail.
Other duties as assigned, may include coverage of reception desk.
High stress environment due to high volume workload with short timeframes on response or policy preparation. Regular attendance is critical to the performance of this job. Typical office working conditions: daily use of phone, voice mail, e-mail, computer, work in an open office environment with other staff nearby and routine office noises expected. May require overtime during peak workload period. Use of state vehicle, private car, or commercial carrier for travel. Meetings or trainings with outside organizations, contractors, foster parents, department staff and other state and local agency personnel, may occur during evening or on weekends. Meetings typically will be with advanced notice.
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.
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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The Oregon Department of Human Services/Oregon Health Authority is committed to affirmative action, equal employment opportunity and workplace diversity.
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State of Oregon - 13 months ago