Job Description

The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to help us achieve our vision of a diverse and inclusive community.

Opportunity awaits! Join a mission that matters! As an Administrative Specialist, you will help Oregon’s older adults, people with disabilities, and their families access innovative, person-centered services and support that uphold dignity, promote independence, and respect cultural preferences. Your work will make a direct impact—ensuring individuals receive the assistance they need to thrive in the communities they choose at every stage of life. Be part of a team dedicated to safety, well-being, and honoring choice!

Summary of Duties

As an Administrative Specialist 1 you will:

• Direct and assign support staff work to ensure adequately trained backup is available for day-to-day support functions.
• This position provides a multitude of support for all positions within the agency including extensive support to supervisors and managers.
• Oversee purchasing, contracting and accounts payable of supplies, equipment and services.
• Provide new employee orientation from new hire packet and all DHS general and administrative policies and procedures.
• Maintain knowledge of support staff duties to be able to provide training and feedback and provide back-up support on a limited basis.
• Monitor operation and maintenance of state vehicle pool.
• Managing pending entries in the Provider Time Capture (PTC) program and solving time entries issues.
• Process background checks in Orchards and maintain “Qualified Entity Designee” (QED) authorization.

Minimum Qualifications

(2) Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR

An associate degree in general office occupations and (1) one year of experience with records processing, generating documents, and gathering and sorting data; OR

An equivalent combination of education and experience.

Essential Attributes

We are looking for candidates with:

• Demonstrated experience to independently assess situations and determine appropriate courses of action for interpreting and following administrative guidelines.
• Experience in navigating specialized programs, operations, and applicable policies and procedures that impact assigned tasks.
• Experience using tools to manage and prioritize conflicting deadlines to manage high volume workload.
• Experience collecting, organizing and reporting data in both a narrative and statistical formats.
• Experience in multitasking working with multiple computer programs at once.

Working Conditions

Your work will be conducted in office, participant's homes, and other community sites. Employees’ work schedule will be Monday - Friday, 8:00 am to 5:00 pm. Hours may fluctuate based on service needs. Occasionally compensated overtime during evening and weekend work may be required.

Background Checks and Requirements

If selected as a finalist, we will conduct a criminal history and background check. Adverse criminal history or background check may lead to disqualification.

Benefits

ODHS Employee Resource Group communities that promote shared learning. Cost of Living Adjustments. Annual salary increases (until you reach the top of the listed salary range). Amazing benefits package. Possible eligibility for the Public Service Loan Forgiveness Program.