Receptionist/Office Specialist 2

Receptionist/Office Specialist 2 / REQ-155926

Salary Range: $3218 - $4338

Medford - State Street office

We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the  as our guide toward our vision of an agency free of discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply.

Do you want the opportunity to match the needs of people in the community with available federal, state and local programs or other resources to meet those needs?  Do you want to be part of a diverse workforce that collaborates and learns from each other to improve services that supports the elderly, people with disabilities and communities?  Then, we want to hear from you

Aging and People with Disabilities (APD), part of the Oregon Department of Human Services, is seeking a dedicated and compassionate individual for our Receptionist/Office Specialist 2 position.

Oregon Department of Human Services (ODHS), A place to belong and make a difference 

• When you join the , you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.  

• Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS’ overall mission and vision.   

• Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and including health, dental, vision and much more  

ABOUT THE PROGRAM

to learn more about Aging and People with Disabilities.

YOUR DUTIES AT A GLANCE:

In this position, you will provide a variety of office support service to the branch, workers, and clients. This position is the first contact made by clients, providers, and the general public with our agency. A professional manner and a customer service outlook are important.

The major areas of support include receptionist, telephones, general office, computer entry, and some financial functions. These efforts enable staff to achieve the organization's mission. The branch provides social and financial services to Title XIX seniors and adults with disabilities. The office is open from 8am-5pm, Monday through Friday. The needs of the public need to be adequately served.

Major duties include:

• Work at a fast-paced reception desk and front office area to answer phones and greet the public. Provide information about services available. Ask clarifying questions to determine the best person to receive phone calls, assist consumers or refer to other community service agencies. Assist people calling in via the Relay.

• Assist applicants with electronic applications and paperwork, checking for accuracy and completeness. Answer applicant questions regarding community programs and resources.

• Issue EBT cards and execute EBT process accurately including narration in case and appropriate electronic coding. Maintain logs and reconcile issuances daily.

• Provide temporary medical cards for clients as requested.

• Review applications, SSD 736 In-Home Services Enrollment, and I-9 form, for completeness, determining the need for additional information.

• Keep the reception area neat and clean; replace brochures and informational materials. Order to maintain supplies of such. Put up closure notices for holidays. Monitor lobby activity and building access; do not allow unknown persons into the work area and alert the supervisor of any disturbances in the reception area immediately.

• Create Plan of Care lines for in-home contract agencies payments. Process prior authorizations for Home Delivered Meals Program, Emergency Response Systems and Community Health Supports RN (CRNs) payments.

• Accurately receipt-in all money submitted to the branch office and process appropriately.

WORKING CONDITIONS

This position works primarily at a desk in a general office environment. Very limited physical exertion. Frequent contact with agitated, hostile clients; exposure to communicable diseases.

WHAT YOU NEED TO QUALIFY/MINIMUM QUALIFICATIONS (MQ’s):

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
An associate degree in any field; OR
An equivalent combination of education and experience.

ESSENTIAL ATTRIBUTES (EA’s):

• Experience maintaining a high level of attention to detail, resourcefulness, intuition, and self-motivation while working independently.

• Excellent people/customer service skills. Experience obtaining information through interviews.

• Experience working effectively in a team environment and collaborate with coworkers effectively.

• Experience being committed to organizational/team goals and going the extra mile to achieve them; Actively seeking out opportunities and seizing them when they occur.

• Experience being proactive in prioritizing tasks, tracking deliverables and maintaining resources to have available at a given moment.

• Experience using sound judgement to identify successful solutions to problems.

APPLICATION INSTRUCTIONS and REQUIREMENTS

• Clearly describe how you meet the minimum qualifications (MQ’s) and essential attributes (EA’s) within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process. 

• Please upload a resume or complete the Workday history profile. Your work history profile and/or resume are the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

• Current State of Oregon employees: Apply via your employee Workday account.

• If you are not a current State of Oregon employee: view this .

• After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.

• Finalists for this position will be subject to a computerized criminal history and abuse check.  Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.

• The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.

• A valid driver’s license and acceptable driving record may be required if driving is a duty of this position.

HELPFUL INFORMATION

• This position is represented by the Union (SEIU).

• This recruitment may be used to fill future vacancies.

• Have questions about Workday, and want some tips on understanding the state application process? Check out our page.

• If you need an accommodation under the Americans with Disabilities Act (ADA), have questions or need assistance with the application process, please contact .

​We thank you for considering this employment opportunity with the Oregon Department of Human Services.