Administrative Specialist 1

State of Oregon; Salem (OR); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

ERGs

COLA adjustments

Salary increases

Benefits package

Public Service Loan Forgiveness

Job summary

The Oregon Department of Human Services is seeking an Administrative Specialist 1 to support a wide range of back-office tasks, including staff coordination, purchasing, onboarding, and data management. The role emphasizes trauma-informed practice and service to older adults and individuals with disabilities.

Work will be Mon–Fri, 8:00 am–5:00 pm, in office and community sites with occasional travel. A driver’s license and valid record are required, with opportunities for professional growth

Qualifications

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
• Associate degree in general office occupations or equivalent combination of education and experience.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Direct and assign support staff work to ensure backup for day-to-day support functions.
• Provide extensive support to supervisors and managers within the agency.
• Oversee purchasing, contracting and accounts payable of supplies, equipment and services.
• Provide onboarding for a new employee and communicate DHS policies and procedures.
• Maintain knowledge of support staff duties to provide training and back-up support.
• Monitor operation and maintenance of state vehicle pool and track mileage.
• Handle CEP (Client Employed Provider) processes including files, orientation letters, and CEP applications.
• Manage Provider Time Capture (PTC) entries and resolve time-entry issues.
• Process background checks in Orchards and maintain QED authorization.

Skills

Secretarial experience

Administrative support

Records processing

Data gathering/sorting

Education

Associate degree in general office occupations

Tools

Orchards

Provider Time Capture (PTC) program

Job description

Job Description

Initial Posting Date

09/21/2026

Application Deadline

09/29/2026

Agency

Department of Human Services

Salary Range

$3,798 - $5,193

Position Type

Employee

Position Title

Administrative Specialist 1

Job Description

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!

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

• 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.