Administrative Specialist 1

oregon; Klamath Falls (OR); On-site; USD 42,000 - 58,000; Full time

Job summary

The Oregon Department of Human Services is seeking an Administrative Specialist 1 to support agency operations, oversee staff assignments, and manage purchasing, onboarding, and compliance tasks. The role requires strong organizational and communication skills and the ability to handle sensitive information. Work hours are Monday–Friday, 8:00 a.m.

to 5:00 p.m., with occasional overtime and travel. Candidates should have records processing experience and an associate degree or equivalent mix of

Qualifications

• 2 years of secretarial or basic administrative support experience with records processing, generating documents and data sorting.
• An associate degree in general office occupations with 1 year of relevant experience.
• Equivalent combination of education and experience.

Responsibilities

• Direct and assign support staff work to ensure backup for day-to-day functions.
• Provide extensive support to supervisors and managers.
• Oversight of purchasing, contracting and accounts payable; manage funds and supplies.
• Provide new employee orientation and onboarding materials.
• Maintain knowledge of support staff duties to train and back-up.
• Monitor operation and maintenance of state vehicle pool and mileage.
• Process CEP applications and organize CEP records and onboarding.
• Manage entries in the Provider Time Capture (PTC) program.
• Process background checks in Orchards and maintain QED authorization.

Skills

Records processing

Document generation

Data gathering

Data sorting

Office software

Education

Associate degree in general office occupations

Tools

Orchards

Provider Time Capture (PTC)

Job description

Administrative Specialist 1

$3,798 - $5,193

Employee

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!

Attention Candidates! Clearly describe how you meet the minimum qualifications and essential attributes within your application materials whether through your cover letter (Cover letter is optional, not required) or resume.

The work schedule for this position is Monday through Friday, from 8:00 a.m. to 5:00 p.m

Aging and People with Disabilities:

Our vision is that Oregon’s older adults, people with disabilities and their families experience person-centered services, supports and early interventions that are innovative and help maintain independence, promote safety and well-being, honor choice, respect cultural preferences and uphold dignity. The services provided help people access the support they need to live their best lives — in the communities they choose and at every stage of life.

Summary of Duties

• 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. This includes requesting funds and supplies for the postage machine.
• Provide new employee orientation from new hire packet and all DHS general and administrative policies and procedures. Provide various parts of onboarding for a new employee
• 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. This includes tracking maintenance and service, monitoring mileage, and ensuring vehicles are equipped with all necessary accessories.
• Home Care Worker Clerk - CEP (Client Employed Provider, formerly Homecare Workers), creating files and organizing, sending orientation letters, preparing orientation packets, process and tracking CEP applications, lost check affidavits, Home Care Worker registry, verification of CEP employment and unemployment claims, and weekly staffing.
• 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

• 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. On rare occasion you may need to spend overnight or a few days traveling to the lakeview office
• Majority of work is 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
• Frequent travel is required. Some travel may be hours away. Some travel may be in hazardous weather conditions.
• You may interact with a wide range of people including some who have experienced trauma and may exhibit challenges in controlling their emotions.
• This role involves handling sensitive topics related to trauma, abuse, and crises, requiring a trauma-informed approach that is essential to ensure a safe environment.

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’ and Oregon National Guard preference:

• Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.

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.