Counselor Assistant (Administrative Specialist 1)

State of Oregon; Portland (ME); On-site; USD 10,000 - 60,000; Full time

Job summary

The Oregon Department of Human Services is seeking a Counselor Assistant in Portland to provide essential client support within the Vocational Rehabilitation Program. This role involves processing records, collaborating with counselors, and offering patient support to individuals with disabilities. Applicants must have relevant experience in administrative support and demonstrate strong communication skills.

Benefits

Cost of Living Adjustments

Annual salary increases

Comprehensive benefits package

Employee Resource Group communities

Qualifications

• Two years of secretarial or basic administrative support experience.
• Experience with records processing and data management.
• Ability to work with individuals with disabilities.

Responsibilities

• Process records requests and collaborate with counselors.
• Provide client support and assist with application processes.
• Maintain ongoing communication with clients regarding their progress.

Skills

Communication

Empathy

Time Management

Education

Associate degree in general office occupations

Tools

Microsoft Suite

Adobe

Job description

Initial Posting Date:

06/09/2025

Application Deadline:

06/18/2025

Agency:

Department of Human Services

Salary Range:

$3,705 - $5,066

Position Type:

Employee

Position Title:

Counselor Assistant (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.

Please read through entire post as a cover letter is required to be considered.

Opportunity awaits!

Join our team to provide essential client support and technical casework assistance to Vocational Rehabilitation counselors and the Branch Manager—make a direct impact every day! Apply now!

As a Counselor Assistant (Administrative Assistant 1), you will work in our Portland office on NE 102nd Avenue assisting Oregonians in-person. Vocational Rehabilitation assists Oregonians with disabilities to achieve and maintain employment and independence.

Summary of Duties

As a Counselor Assistant, you will be:

• Processing records requests from multiple agencies in compliance with agency policies and client privacy rights. Collaborating with Vocational Rehabilitation Counselors to review tracking reports and ensure timely receipt of medical records for eligibility determination.

• Adhering to state and federal fiscal regulations, including delegated signature authority, contract administration, procurement procedures, and vendor verification and authorization. Supporting financial processes such as tracking and reissuing lost warrants and assisting with notarization when necessary. Experience with auditing client service billing invoices and payment records to ensure accuracy and compliance.

• Providing direct, person-centered support to individuals with disabilities by guiding them through application processes, collecting documentation, and facilitating eligibility determinations for Vocational Rehabilitation services.

• Maintaining ongoing communication with consumers via phone, written correspondence, and in-person interactions to offer follow-up services and monitor progress toward employment goals.

• Answering and managing a multi-line telephone system, responding to inquiries about Vocational Rehabilitation services, providing program information, and scheduling intake appointments as needed.

• Tracking and monitoring client appointments, including missed or rescheduled sessions, and reporting relevant updates to the Branch Manager.

Learn more about our programs, as your work providing services will be through the Vocational Rehabilitation Program and by viewing/listening to https://vimeo.com/1074729137/5e0c7096a8 .

Minimum Qualifications

• A valid driver’s license and acceptable driving record or appropriate form of transportation is needed. Reasonable accommodations per the ADA or other solutions in certain cases may be used to meet this need. AND

• A cover letter. Please include a cover letter that describes how your skillset and experience align with the responsibilities and qualifications of this role. You must include a cover letter to be considered for this position.

• 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:

• Extensive experience working either professionally or personally with individuals facing physical, mental, and emotional disabilities. Demonstrating a deep understanding of the importance of mindfulness, empathy, and informed care to support diverse needs effectively.

• Demonstrated experience working independently as a self-starter, utilizing sound judgment to make informed decisions with minimal supervision. Experience consistently exceling in maintaining focus, organization, and effective time management to achieve objectives efficiently.

• Excellent verbal and written communication skills, with the ability to engage professionally and effectively in person, by phone, and through virtual platforms with colleagues, management, agency partners, and the public.

• Experienced in handling sensitive and confidential information with integrity, discretion, and a strong commitment to privacy and ethical standards.

• Demonstrated experience in auditing client service billing invoices and payment records to ensure accuracy and compliance.

• Proficient in executing a range of clerical and administrative functions, with strong technical and secretarial support capabilities. Experience should include computer proficiency using programs Microsoft Suites, Adobe, Word, Excel, OneNote, Outlook, Teams, etc.

• Demonstrated experience coordinating and managing diverse tasks and activities to ensure timely and successful completion of projects and assignments.

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.

• 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

• Work is conducted in the Portland branch office, working a tradition work week, Monday-Friday.

• Daily, work with a diverse group of program participants who have physical, mental and/or emotional disabilities.

• Work in an environment with frequent interruptions due to phone calls, and staff or client needs.

• Must have the ability to prioritize and work under critical timelines.

• Local or out of town travel is necessary at times.

• You will interact with a wide range of people including some who have experienced trauma and may exhibit challenges in controlling their emotions.

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).

• For every position there are two different pay scales, AA and AP. The difference between the two rates reflects whether the employee is PERS eligible. Employees that are not eligible for PERS start out at the AA rate. If you are not initially eligible for the PERS rate, once you become eligible your salary will automatically move to the AP rate, increasing by 6.95%, to adjust for the monthly 6% employee PERS deduction.

• 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 Yvette Medford. Please include the REQ# when corresponding.

• Email: [e-mail]

• Phone (call or text): 541-709-0306

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