Branch Support Specialist (Office Specialist 2) - Gresham

State of Oregon; Salem, Northern (OR, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

The Oregon Department of Justice - Child Support Program is seeking a Branch Support Specialist (Office Specialist 2) for the Gresham office. As receptionist, you will answer calls, greet visitors, route inquiries and support staff with information and notary tasks as trained.

You will manage mail, schedule conference rooms, prepare minutes, assist with case file updates in the web-based system, and provide general administrative support to the team in a fast-paced public service environment.

Qualifications

• Ability to accurately keyboard 45+ wpm.
• Proficiency with Microsoft Office Suite and ability to learn specialized software.
• Experience working with the public and handling inquiries.
• Ability to organize, prioritize and coordinate multiple tasks in a busy office.

Responsibilities

• Receive calls and visitors as the office receptionist.
• Forward calls to appropriate program staff and provide customer service.
• Process outgoing mail and manage incoming mail.
• Upload and associate documents to the web-based child support case management system.
• Develop, draft and revise office procedures as needed.
• Attend meetings, take notes, and prepare draft minutes.
• Coordinate scheduling of conference rooms and appointments.
• File final legal actions in local county courts.
• Notarize documents as needed after notary training.
• Schedule paternity tests and administer tests as required.
• Review and respond to inquiries about case statuses.

Skills

Keyboarding 45+ wpm

Team collaboration

Interpersonal skills

Public-facing experience

Notary training (upon completion)

Tools

Microsoft Office Suite

Job description

The Oregon Department of Justice's (DCS) is seeking to hire a **Branch Support Specialist (Office Specialist 2)** for our **Gresham** office. Friendly, helpful, organized, good judgment- those are just a few of the qualities we'll be looking for in a candidate.* As office receptionist, receive calls and visitors. Forward calls to Oregon Child Support Program staff as appropriate.* Provide customer service/reception with screening telephone calls, assist walk-in customers and visitors, answer general information questions, and access and narrate computerized child support files when appropriate.* Process outgoing mail, and open and distribute incoming mail. Upload and associate any documents to the web-based child support case management system.* Develop, draft and revise office procedures as needed.* Attend team meetings, take notes, and prepare minutes in a draft form for editing and approval.* Coordinate scheduling of conference rooms and appointments for customers.* File final legal actions in local county courts in the State of Oreogn.* Notarize documents as needed, upon successful completion of notary training and exam.* Scheduling paternity tests at various locations and administer paternity tests as needed.* Find, interpret, and apply the laws, rules, policies, and procedures that apply to this position in the Oregon Child Support Program.* Provide technical assistance and administrative related tasks to support team and management.* Review and respond to inquiries about the status of cases assigned to the office.* Other duties as assigned.**Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We strongly encourage** ***all*** **interested individuals to apply, and allow us to evaluate the knowledge, skills and abilities that you demonstrate, using an intentional equity lens.*** Ability to accurately keyboard 45+ wpm.* Professional experience working collaboratively with a team and strong interpersonal skills.* Ability to maintain professional composure, tact, and friendliness while working with Oregon Child Support Program staff and dealing with public who may be irate, hostile, or emotionally distraught in an environment with frequent interruptions.* Proficiency in the use of computers, including Microsoft Office Suite and the ability to learn and effectively utilize specialized software applications.* Must be able to read and interpret various computer program screens, change from one screen, program, or case to another, coordinate the data, and recall the differences and similarities.* Experience with working independently, prioritizing own work and meeting time sensitive deadlines, at times with little notice and frequent interruptions.* Exposure to a variety of operational areas within the Oregon Child Support Program (for those interested in future advancement opportunity).* Permanent, full-time employment.* Vacation, sick leave, 11 paid holidays a year, and special days off.* Endless peer and management support, and representation by the Service Employees International Union (SEIU).* Opportunity to expand your professional skills.* Click \"Apply\" and complete the online application and all supplemental questions.* Attach your resume.* Attach your cover letter identifying your attributes that meet desired and requested skills.