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Office Specialist 2 (Office Specialist) New Full-time

at State of Oregon in Oregon (Published at 12-01-2019)

$30,084 - $41,928 a year

The Department of Human Services (DHS) mission is the 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 and 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. DHS is guided by our core values of Integrity, Innovation, Respect, Service Equity, Responsibility, Stewardship and Professionalism.
DHS employs over 7,500 people, in more than 100 locations around the state, and delivers services through and in coordination with many community partners.

This employment opportunity is with Aging and People with Disabilities (APD), which is part of the Department of Human Services. There is ONE (1) full time permanent position located in Hermiston (940 SE Columbia). This position is represented by a union.
This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancies and may be used to fill future vacancies as they occur.

Duties & Responsibilities

The primary purpose of this position is to provide initial contact to applicants/clients coming into the office, complete basic screening, perform secretarial, technical and administratively related tasks in support of management, human service specialists and case management staff in the district. 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, SNAP, Oregon Health Plan and Qualified Medicare Beneficiaries.
The office specialist duties include, but are not limited to:

  • Assigning of Title XIX, SNAP, PMDDT, QMB, OHP transferred on-line to the Hermiston Office, 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;
  • Investigating applicant/client problems, responding to questions, resolving discrepancies relating to non-receipt of SNAP benefits, HCW checks, scheduling problems, etc.;
  • Issuing Home Care Worker payments on-line
  • Issuing EBT cards and completing required documentation and forms;
  • Completing resource and referral requests, including transportation requests;
  • Filing and purging case records within appropriate time lines;
  • Sorting, date stamping and distributing incoming mail;
  • Weighing, applying correct routing information and applying correct postage for outgoing mail;
  • Secondary support for ancillary payments such as Meals on Wheels;
  • Providing reception service to clientele and the general public who visit the office requesting services or information about the agency and programs and referring to appropriate staff.
  • Scanning documents into the EDMS system and verification of entry

Completes and assures appropriate sign off and data entry of 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 APD policy and procedures at unit, district and state levels; attends all training, as requested.
Cooperate, communicate, ensure all are treated with dignity and respect, and promote good working relationships with other agencies and providers, i.e. Social Security, VA, 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.
General office conditions. May come into contact with hostile, angry or mentally disabled people. May come into contact with persons with communicable diseases. 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 driver's 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 answering phones. Daily ongoing use of a keyboard and CRT 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, Required & Requested Skills

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 requested skills 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.

  • Demonstrate the DHS CORE Values; Integrity, Stewardship, Responsibility, Respect, Service Equity, Innovation and Professionalism.
  • Maintain effective, cooperative and courteous working relationships with co-workers, supervisors, the general public, clients, and providers.
  • Demonstrate understanding of DHS' diversity objectives and actively seek to achieve goals. Consistently treat customers, stakeholders, partners and coworkers with dignity and respect-demonstrating world class customer service.
  • Develop quality working relationships and engage in effective team participation by assisting and supporting co-workers, supervisors, and other work-related partners. Constructively realize team objectives by identifying and resolving problems.
  • Experience answering routine inquiries for information about programs or services provided by your employer.
  • Experience communicating and providing customer service via telephone, in person and/or in writing.
  • Experience working with confidential information.
  • Experience using a computer/computer terminal to input/retrieve data and generate information and/or data reports.
  • Experience checking for accuracy, quickly and precisely, to find and correct errors.
  • Experience verifying information for completeness and correctness.

Only the candidates whose experience most closely match the qualifications and requested skills of this position will be invited to an interview.
Additional Information

Oregon state government is excited to announce its recruitment system transition from NEOGOV to Workday. This change will take place in February 2019. For more information on how the transition will affect you, please visit the Applicant FAQ (Download PDF reader).
Applicant E-Recruit Help and Support: http://oregon.gov/jobs/Pages/support.aspx
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.
E-Recruit technical support: support@governmentjobs.com or call 855-524-5627 (toll free)
Information on Veterans' Preference points: http://oregon.gov/jobs/Pages/Veterans.aspx
Questions and inquiries regarding this recruitment may be directed to:
Jean Fauth
Senior Recruiter
Please be sure that you include the job post number. DHS will communicate with all applicants via e-mail.
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 has a commitment to diversity, multiculturalism and community. We actively engage in recruiting and retaining a diverse workforce that includes members of historically underrepresented groups. The State of Oregon is committed to affirmative action and equal employment opportunities.
TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900 and ask the Telecommunications Assistant to connect you to 503-945-5698 (8:00 a.m. and 5:00 p.m. (Pacific Time) Monday through Friday).
If you need an alternate format of the application or assistance to participate in the hiring process please contact our ADA Office at, ADA.DHS@dhsoha.state.or.us


Core benefits

Medical, vision and dental insurance

  • Comprehensive medical, dental and vision plans for the employee and qualified family members
  • $5,000 in employee basic life insurance
Retirement benefits
  • Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)
  • Employer paid defined benefit and defined contribution programs
**Effective November 1, 2016, SEIU represented employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95%. Upon becoming a PERS participating member, SEIU employees pay the employee 6% contribution to PERS.

Paid leaves and other benefits
  • Sick leave earned at the rate of 8 hours per a month with no maximum accumulation
  • Vacation leave earned at a minimum rate of 8 hours per month with accrual rate increases at 5-year increments
  • 24 hours personal leave earned each fiscal year
  • Ten paid holidays a year
The state also provides access to an innovative Employee Assistance Program that offers work-life counseling, along with homeowner, legal and family resources.
Optional benefits
  • Term life (employee, spouse or domestic partner, and dependents
  • Long-term and short-term disability
  • Accidental Death and Dismemberment
  • Long-term care (self and eligible family members)
  • Flexible spending accounts
  • Option to enroll in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.

The following information describes typical benefits available for employees. Actual benefits received may differ by position or branch of government or be prorated for other than full time work.

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