Administrative Specialist, Community Services

Oregon Department of Human Services; 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 Aging and People with Disabilities services. You will coordinate staff work, oversee purchasing, and help maintain program operations to ensure clients receive timely, dignified assistance.

Expect a Monday–Friday schedule, 8:00 a.m. to 5:00 p.m., with potential for occasional travel and overtime. This role emphasizes trauma-informed, respectful service delivery and strong administrative discipline.

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.

Responsibilities

• 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.

Skills

Records processing

Data gathering

Data sorting

Data entry

Multitasking

Education

Associate degree in general office occupations

Tools

Orchards

Provider Time Capture (PTC)

Job description

The Oregon Department of Human Services is seeking an Administrative Specialist 1 to support Aging and People with Disabilities services. You will coordinate staff work, oversee purchasing, and help maintain program operations to ensure clients receive timely, dignified assistance.

Expect a Monday–Friday schedule, 8:00 a.m. to 5:00 p.m., with potential for occasional travel and overtime. This role emphasizes trauma-informed, respectful service delivery and strong administrative discipline.