Administrative Specialist 1

Initial Posting Date: 10/18/2024 Application Deadline: 11/03/2024 Agency: Department of Human Services Salary Range: $3,477 - $4,755 Position Type: Employee Position Title: Administrative Specialist 1 Job Description: Administrative Specialist 1 / REQ-167607 Salary Range: $3477 - $4755 Location: Klamath Falls 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 Step into a rewarding position as an Administration Specialist, where your multifaceted support will drive efficiency and ensure that essential services reach those who need them most, fostering independence for our vulnerable populations. SUMMARY OF DUTIES In this position, you will provide a multitude of support for all positions within the agency including extensive support to supervisors and managers. This position is responsible for sub-administration, onboarding of new employees. Audits processes and business reviews. Responsible for ordering supplies and paying bills. Provides support to clerical for administration of title XIX, Food Stamp and Social Service programs. This may require training clerical staff on different functions of their jobs. The purpose of these programs is to assure a continuity of care that allows the disabled and the elderly who qualify for APD Programs to maintain or achieve maximum physical and emotional independence in the least restrictive setting and to assure that persons eligible for the above benefits receive them in a timely and accurate manner. The administration specialist is responsible for assuring that the functions which support the programs flow smoothly to maximize services to our clients. This position provides a wide variety of secretarial, technical and administrative tasks in support of the branch operations. The office is open from 8am-5pm, Monday through Friday. Ensures the needs of the public is adequately served Major duties include: Provide support to all supervisors/managers with administrative functions. Direct and assign support staff work to ensure adequately trained backup is available for day-to-day support functions. Maintain knowledge of support staff duties in order to be able to provide training and feedback and provide back up support on a limited basis. Develops customer service goals and support staff procedures to meet those goals; assists in implementation of internal forms, procedures, and controls. Monitors customer service performance and assists in responding to customer inquiries and complaints around processes or program. Assist with difficult Oregonians to problem solve system or communication concerns. Facilitates support staff meetings, discussions and trainings as needed. Control and monitor negotiable instruments including Oregon Trail cards, SPOTS VISA, parking permits and cash receipts. WORKING CONDITIONS: Majority of work is performed in an office environment that includes long periods of sitting for data entry, desk side and phone interviewing as well as document reviews. Daily ongoing use of a computer, keyboard and monitor are necessary. Must possess and maintain an Oregon Driver's license with an acceptable driving record or have reliable and efficient alternative means of transportation. This position will require some out-of-office tasks and client home visits as well as traveling distances of more than 100 miles per one-way trip with possibility of poor weather/road conditions. May come in contact with angry, hostile, frustrated individuals and those with behavioral and/or cognitive challenges. May come into contact with a wide variety of housekeeping standards, travel into very rural areas and may be exposed to household pets and potentially communicable health conditions. Work schedule is Monday through Friday, 8:00 am to 5:00 pm (40 hours a week). 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. May require some overtime work, before and after scheduled work hours and on weekends. 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 experiencewith records processing, generating documents, and gathering and sorting data; OR An equivalent combination of education and experience. ESSENTIAL ATTRIBUTES (EA's): Experience providing administrative support functions to a diverse leadership team. Experience efficiently and effectively training new support staff hires. Experience navigating multiple data bases efficiently. Experience applying great organizational skills and being a dependable to a team. ATTENTION ALL CANDIDATES Clearly describe how you meet the minimum qualifications and essential attributes in your application materials. Your application materials will determine if you are selected to move forward in the selection process. Please include detailed work and education history. 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. Additional background check information. 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. 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. EMPLOYMENT PREFERENCE Veterans' preference: Veterans' preference information. How to submit your Veteran documents for preference. Please do not attach your Veterans' preference documentation in the Resume/CV field of your application. GENERAL INFORMATION This is a permanent, full-time position and is represented by the Service Employees International Union (SEIU). This recruitment may be used to fill future vacancies in the same classification. CONTACT INFORMATION We invite you to contact ADA.DHSdhsoha.state.or.us for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions. The recruiter for this position is Jennifer Moisa. If you contact the recruiter, please include the job requisition (REQ) number listed at the top of this job post. Email: JENNIFER.M.MOISAodhs.oregon.gov