Administrative Specialist 2

State of Oregon; Portland (OR); Hybride; USD 48 000 - 67 000; Plein temps

Avantages offerts par ce poste

Excellent health coverage

Paid time off and holidays

Public service loan forgiveness option

Résumé du poste

Oregon Health Authority seeks an Administrative Specialist 2 to coordinate Ombuds feedback and triage information across programs. The role uses REMA CRM to manage cases, ensure HIPAA compliance, and generate regular reporting for leadership.

You will handle daily case intake, support the Ombuds team, and develop metrics to improve program integrity and accountability while collaborating with divisions and external partners in a mission-driven state agency.

Qualifications

• Three years of secretarial or administrative support experience coordinating office procedures, preparing reports, and handling data.
• An associate degree in general office occupations with two years of related experience.
• An equivalent combination of education and experience.

Responsabilités

• Daily case intake and evaluating concerns within Ombuds Program scope.
• Tracking and assignment of Ombuds casework and conducting data reporting.
• Maintain data integrity, data dictionary management, and monthly/quarterly reporting.
• Provide administrative and program support to Ombuds Teams and ensure HIPAA compliance.
• Interpret laws, rules, and policies to route Medicaid-related issues appropriately.

Connaissances

Customer service

Data analysis

Microsoft Dynamics

HIPAA compliance

Formation

Three years of secretarial/administrative support experience

Associate degree in general office occupations

Equivalent combination of education and experience

Description du poste

Initial Posting Date: 10/23/2026

Application Deadline: 11/01/2026

Agency: Oregon Health Authority

Salary Range: $4,312.00-$5,988.00

Position Type: Employee

Position Title: Administrative Specialist 2

Job Description

This is a hybrid position offering significant work-from-home flexibility. If this opportunity aligns with your strengths, background, and commitment to fostering inclusivity, we encourage you to apply! At Oregon Health Authority (OHA), we value diversity and encourage applicants from all backgrounds and experiences to help us build a stronger, more equitable future for all.

The primary purpose of this position is to coordinate and elevate feedback and concerns coming to OHA Ombuds Program, and evaluate and triage information and referrals across the agency and to various programs and provide data management and Ombuds reporting using the Relationship Engagement Management Application (REMA) – a Microsoft Dynamics 354 CRM tool. This position will particularly focus on the anticipated influence of eligibility related concerns coming to the Ombuds Program with anticipated OHP eligibility and re-enrollment changes as a result of federal Medicaid changes.

Key responsibilities

daily case intake, evaluating and determining concerns which are within Ombuds Program scope; tracking and assignment of OHA Ombuds case work; robust data analysis, data integrity oversight and data dictionary management, monthly and quarterly data reporting of Ombuds work and management of OHA Ombuds Program team trainings and meetings. This position also provides administrative, operations, client and program support to the Ombuds Teams within the External Relations Division (ERD), in service to transformative, community-led, and community-owned initiatives and the mission, vision, values and goals of the Oregon Health Authority. This position will conduct daily case intake for the Ombuds Program with a robust case management software system that tracks Ombuds case work (including HIPPA Compliance to manage private health information), improves reporting capabilities, and centralizes feedback allowing for comprehensive, transparent, and timely reporting. Coordinating and escalating feedback to the appropriate team requires interpreting and applying Ombud policies and rules using the Oregon Revised Statute (ORS) 414.712 and will interpret and evaluate other laws, rules, policies, procedures to ensure Ombuds-related Medicaid case work is directed to the Ombuds Program, focusing on interpreting Medical Assistance Program rules 410-120-000 and non-Ombuds work is responded to appropriately throughout the agency. This position will be responsible for follow-up and management of non-Medicaid related work including establishing robust referral pathways, clear data tracking, and case follow-up and closure for non-Medicaid cases. The position will conduct program integrity and assure operational alignment and compliance by creating, reviewing, and evaluating Program metrics and measures. This is done to solicit and synthesize critical information and insights within programs, OHA divisions, Federal agencies, and community providers, councils, and individuals with intent to identify issues, help negotiate solutions and process improvements, integrate community feedback into internal OHA operational and policy actions, and adopt best practices. As a result, this position will help ensure overall program integrity to the person-centered. Ombuds processes and determines Ombuds processes and standards by developing and building Power BI reporting metrics that support person-centered agency responsiveness.

Minimum Qualifications

• Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;
• An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;
• An equivalent combination of education and experience

Desired Attributes

• In-depth knowledge of the Medicaid eligibility process;
• Experience as a Community Partner Eligibility assister or self-sufficiency eligibility worker a plus.
• Excellent customer service skills with proven written and verbal (phone) skills for individuals frustrated with state systems.
• Ability to manage multiple tasks and effectively manage irate and hostile members.
• Must be able to organize and prioritize work to meet deadlines and have flexibility, work demand tolerance and exhibit outstanding written and oral communication skills including effective communication with coworkers.
• Must be proficient in Word, Excel and Powerpoint to design surveys, word documents and reports.
• Ability to perform technical and administrative support functions requires independent judgment, decision making and problem resolution.
• Skill in interpreting laws, rules, policies and procedures and applying interpretations to specific situations.
• Experience working within a case management software system.
• Ability to conduct time-sensitive daily intake and review of work.

Preference Statement

Preference may be given to candidates who possess the following job-related knowledge, skills, and abilities. Spanish-English and/or other bilingual skills or candidates speaking one of the top languages spoken by Oregon Health Plan members such as Spanish, Russian, Vietnamese, Chinese, Ukrainian, Arabic, Somali.

Benefits of Joining

We also offer a competitive benefits package including:

• Excellent, low-cost medical, vision, and dental coverage for you and your family.
• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities to grow your career with the State of Oregon.

Additional Details

This announcement is for multiple, fulltime, permanent, SEIU represented, Administrative Specialist 2 (Classification: Administrative Specialist 2) based in Portland or Salem (or other areas throughout the state). This is a hybrid/remote position. “Review Section 4: Working Conditions” in the position description (linked above) for more information. Employment is contingent upon a criminal records check that meets OHA criteria at the time of hire and throughout employment. The salary listed is the non-PERS qualifying range. If the successful candidate qualifies for PERS, the salary range will increase by 6.95%. For more information, see the Classification and Compensation page. The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process. This position does not provide visa sponsorship. Within three days of hire, you will be required to complete I‑9 documentation and confirm authorization to work in the United States. OHA will use E-Verify to verify work authorization. If your employment eligibility depends on sponsorship now or in the future, you will not meet the requirements for this position.

The Oregon Health Authority is an affirmative action and equal opportunity employer, committed to fair employment practices and pay equity for all employees. We do not discriminate based on protected class – including race, sex, veteran status, disability, age, color, religion, national origin, marital status, or sexual orientation – and does not screen applicants based on current or past compensation. Salary is determined through a fair review of your education, experience, and training as it relates to the position. OHA is an anti‑racist organization working to eliminate health inequities and dismantle structural barriers that impact underserved communities. Join us in advancing our Strategic Plan and building a more equitable Oregon. Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon “flies with her own wings.”