Administrative Specialist 1

State of Oregon; United States; Remote; USD 10,000 - 60,000; Full time

Job summary

The Oregon Department of Human Services seeks an Administrative Specialist 1 to join the Estate Administrative Unit. You'll engage in research and claims for estate recovery from deceased Medicaid clients, handling vital documents and ensuring accuracy in data entry. Ideal candidates possess excellent customer service skills and experience with legal documents. This full-time position offers a salary range of $3,705 - $5,066 per month, with hybrid work opportunities available based on performance.

Benefits

Cost of Living Adjustments

Annual salary increases

Comprehensive benefits package

Public Service Loan Forgiveness Program eligibility

Qualifications

• Minimum two years of secretarial or administrative support experience.
• Experience generating documents and gathering/sorting data.
• Detail-oriented with excellent customer service skills.

Responsibilities

• Research and prepare claims for deceased Medicaid clients.
• Review legal documents and process probate documents.
• Assist with check receipting and document processing.

Skills

Legal Document Review

Customer Service

Time Management

Data Entry Accuracy

Education

Associate degree in General Office Occupations

Job description

Initial Posting Date:

06/23/2025

Application Deadline:

06/30/2025

Agency:

Department of Human Services

Salary Range:

$3,705 - $5,066

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 ourEquity North Starand our vision for a positiveRiSE organizational culturethat 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.

During the training period you will work in our office in Salem. After training is completed and depending on work performance and business need, you may have the opportunity to work a hybrid work schedule where you will work one or more days per week in the Salem office and may work remotely the rest of the week.

Opportunity awaits! We're in search of leaders committed to promoting and fostering a diverse and qualified workforce where individuals feel welcome, appreciated, and valued for all they bring to the organization. Are you a detail-oriented individual with amazing customer service skills, a collaborative teammate and motivated self-starter? If this position aligns with your skills and career goals, consider taking on a key role in our team as the (Administrative Specialist 1, Estate Administrative Unit, Office of Payment Accuracy and Recovery) for the Oregon Department of Human Services (ODHS).

ABOUT The Office of Payment Accuracy and Recovery (OPAR)

Is part of the Department of Human Services Shared Services Section. Shared Services is also responsible for Facilities, Communications, Contracts, Human Resources, and Financial Services. OPAR plays a key role in program integrity efforts at the department and oversees identification, investigation, and recovery of payments for OHS programs, including Medicaid, TANF, SNAP and others. OPAR is responsible for administering the following statewide programs: Client Overpayment; Client Recovery; Investigations; Estates Recovery; Personal Injury Liens; Third Party Recovery (Medicaid); and Provider Audits.

The Estate Administration Unit (EAU) has responsibility for a wide variety of duties related to the recovery of assistance from the estates of deceased clients. The unit is also involved in providing technical assistance to field units related to property referrals, wills, trusts and other legal documents.

Summary of Duties

As an Administrative Specialist 1, you will:

As the Administrative Specialist 1, you will research and prepare claims to be submitted to the estates of deceased Medicaid clients to effect recovery of Medicaid funds.

• The duties include, reviewing information from multiple state programs including, Medicaid, General Assistance, Prescription Drug, and SSI. This also requires accessing multiple agency mainframe screens including, MMIS, DSSURS and Assistance Summaries.
• Review legal documents.
• Research notification of death notices relating to estate recovery originating from field branches, APD, attorneys and other sources, and determining what information is relevant to enter the Integrated Collection Management system (ICM), ensuring the information is accurate and complete, and assigning cases to the appropriate work queues or employee.
• Process probate documents by reviewing information received to determine if the decedent was a former ODHS client or spouse of a client with a potential claim where recovery can be pursued.
• Assist with check receipting, processing various reports and documents, processing mail, and filing as needed.

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 one year of experience with records processing, generating documents, and gathering and sorting data; OR
• An equivalent combination of education and experience.

Essential Attributes

We are looking for candidates with:

• Experience reviewing legal documents and reports.
• Excellent customer service skills, clearly and effectively conveying information, whether written or verbal.
• Experience answering phones, including, promptly answering call, offering greeting, speaking clearly and being polite and helpful.
• Experience researching information in various data systems
• Experience using time management, organization, multi-tasking and prioritization skills to meet deadlines.
• Detail-oriented to catch errors in client communications, data entry, and reporting.

Attention all candidates! A cover letter is required. 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. Failure to submit the required cover letter will result in disqualification of your application.

• Please make sure your application materials, resume and job history, are clearly outlined as this information will be used to determine your starting salary range. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
• The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.

Working Conditions

Your work will take place in the office.

You may be considered for hybrid work, after trial service period.

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 the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.

• The recruiter for this position is Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-182667.
• Email: [e-mail]
• Phone (call or text): 503-269-4222