Administrative Specialist 1

5 months ago

Beaverton, United States State of Oregon Full time
Job Description:

Position Title:   Administrative Specialist 1

Initial Posting Date:        July 2nd, 2024           

Application Deadline:      July 9th, 2024

Salary Range:                    $3,477 - $4,755 per month

Location:                            Beaverton

Recruitment Type:            Internal/External 

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 racism, 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

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.  

  • We are committed to building an antiracist and equitable agency. Equity is foundational to our role as a human services agency, and we are committed to integrating equity into all we do. The has four points that explain the agency's goals related to equity and inclusion.  

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

to learn more about Aging and People with Disabilities.

YOUR DUTIES AT A GLANCE:

In this position, you will: 

  • Local Tech Support duties for branch office Staff include but are not limited to set-up of work-stations for new employees by completing DHS forms and specific steps on the computer to add new employees to the branch server. 

  • Routine troubleshooting includes set-up or change printers, change passwords, resume users in the DHR system, change load codes and update employee info in the DHR and Oregon Access systems. 

  • Route Contract RN Prior Authorization Requests to the appropriate Case Manager for signature before entering the request in the computer to create a billing number for the Contract RN. 

  • Input Lifeline Prior Authorization Requests for service clients to receive life line telephone service in their home. 

  • Financial responsibilities include but are not limited to: being an authorized SPOTS card holder, reconciling SPOTS card billing and submitting monthly reports to Salem and complete bank deposits and reports. Financial Clerk: ordering of EBT cards and maintaining inventory in safe.  Making all bank deposits for client pay-ins and other reimbursements of past assistance for Medicaid clients received in office

  • Provide back up for front desk reception including answering phone calls, greeting clients, accepting and reviewing paperwork, answering basic process questions, making referrals when necessary and locating case carrying staff to assist clients when needed

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

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 one year of experience with records processing, generating documents, and gathering and sorting data; OR

An equivalent combination of education and experience.

ESSENTIAL ATTRIBUTES:

  • Experience working with a variety of software and/or databases in an office setting

  • Face-to-face customer service experience in an office setting

  • Experience with handling financial tasks in office setting

  • Experience with being flexible as work priorities are changing frequently

WORKING CONDITIONS:

General cube-like office environment and front reception desk.  This position may be required to work a flexible work schedule as a condition of employment. Must have a valid driver’s license and acceptable driving record.   

**Clearly describe how you meet the minimum qualifications and essential attributes within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.   

APPLICATION INSTRUCTIONS & REQUIREMENTS

Your work history profile and resume are the perfect opportunity to highlight your interest in the position and demonstrate your skills, lived and/or work experience that shows you are an excellent candidate for the position.  

  • Please upload a resume or complete the work history profile. 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.  

ADDITIONAL REQUIREMENTS:

  • 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. 

HELPFUL INFORMATION:        

  • This is a permanent position and is represented by the Service Employees International 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.  

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