Office Specialist 2 (Support Staff)
Human Services-Seniors & People with Disabilities - Roseburg, OR

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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 Roseburg (NE Garden Valley Blvd). 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 mission of the Aging and People with Disabilities/Disability Service Office is to provide appropriate social, health care, financial and protective services to all eligible persons in the least restrictive, most cost effective, most appropriate environment. The local unit determines eligibility and coordinates the delivery of these services within the Douglas County area. Program Support (for one or more of the following areas):
Homecare Worker (HCW) Registry - Conduct monthly orientation sessions, screen applicants, process provider applications and make eligibility determinations. Conduct criminal history checks on application and at biennial review. Initiate and participate in panel reviews; set up and maintain HCWs in all data systems; maintain master HCW registry spreadsheet and files. Monitor HCW performance and staff with case managers as needed. Respond to calls from HCWs, outside agency requests for employment verifications, and complete claim requests from the Employment Department. Coordinate HCW administrative reviews; maintain log of requests; prepare monthly statistical reports. Act as liaison to Homecare Commission staff on internet based registry. Homecare Voucher Co-ordination.
Create Homecare Worker (HCW) Payment Vouchers - Process In Home Service Plans and Home Service Evaluation Plans submitted by case managers to create vouchers. Use screens in the DHS mainframe database system, entering client and provider information, hourly wage and maximum hours and mileage authorized for the service period. Add this information to Excel spreadsheet.
Process Vouchers/Payment – Process HCW Payment Vouchers by entering data (hours worked) on screens in the DHS mainframe database. Vouchers may be received in the mail or hand delivered daily; there are two peak submission times monthly. Payment information is entered into the computer within mandatory time frames; provider paychecks are processed and mailed from Salem. Data for the processing of payment adjustments for hours worked over the maximum hours authorized is reported to Salem via e-mail message for processing of supplemental paychecks following case manager approval.
Problem Resolution – Respond to requests from case managers or HCWs regarding payment difficulties (lost checks, missing vouchers, pay discrepancies). Provide replacement vouchers, initiate lost check affidavit or perform other actions appropriate to resolve pay complications. Primary front desk reception duties:
Greets clients, including communicating with persons in various states of crisis or confusion, determines the nature of the contact, and directs clients to appropriate staff. Consistently treats customers, stakeholders, partners and co-workers with dignity and respect. Monitors activity in the reception area to ensure that clients are seen in a timely manner.
Answers incoming calls professionally, determines the nature of the contact, routes callers to appropriate staff and provides information and referral as needed to community resources.
Issues EBT cards and temporary medical cards.
Receipting, recording, reporting and depositing negotiable instruments in accordance with local procedures. General Office Support:
File maintenance & transfer - Organizes and maintains the file room, including purging cases and setting up new case files and records. Follows State record retention guidelines. Performs transfer in and out of case records and closing actions including logs, prepares cases for mail and UPS.
Quality Control and Hearing Requests - includes copying, mailing and processing case requests from other offices according to branch standard and within designated timelines. Pulls files monthly for Targeted Reviews.
Performs Opening and Closing Procedures daily according to branch guidelines.
Performs general office support, including photocopying, labeling, faxing; provides back up to peers as needed or requested; supports other teams with special projects as requested with supervisor approval. WORKING CONDITIONS Works primarily at a desk in a general office environment with minimal travel related to training or other meetings. Multiple and restrictive Federal and State regulations apply. Numerous procedures exist for processing assignments that vary in nature and must be completed timely and accurately. Must be able to communicate program requirements in a manner that facilitates understanding to the general public and impaired individuals. There is frequent use of a personal computer, telephones, photocopy machines, postage machine and other general office equipment. There may be exposure to communicable diseases. At times may have to deal with emotionally fragile and potentially hostile clients. Physical demands of the position are limited.

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


Experience using a computer/computer terminal to enter/retrieve data.

Experience using multi-line telephones.

Experience answering routine inquiries for information about programs or services provided by your employer.

Experience communicating effectively with people over the telephone, in writing and in person.

Experience providing support services to a program, unit or office.

Experience using Microsoft Excel, Word and Outlook.

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.


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

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