Office Specialist 1, Two Positions

Oregon Department of Human Services; Salem (OR); Hybrid; USD 39,000 - 48,000; Full time

Benefits offered by this job

ERGs

COLA adjustments

Salary increases

Benefits package

Public Service Loan Forgiveness

Job summary

Oregon Department of Human Services is seeking multiple Office Specialists (Office Specialist 1) to join the Imaging and Records Management Services team in Salem. The role involves processing and indexing documents, scanning quality checks, and data entry in EDMS systems.

Must have at least one year of clerical experience or an equivalent combination of education and training, with the ability to work on-site in Salem, OR.

Qualifications

• One year of general clerical experience including keyboarding, word processing, or other document generation.
• An equivalent combination of experience and college coursework or training in a general office occupation.

Responsibilities

• Aid in processing documents for record retention, electronic workflow, and production of permanent files using EDMS.
• Prepare documents for processing: pull staples, sort, batch into groups.
• Scan documents and ensure they meet procedure for each type.
• Visually review scanned documents for image quality.
• Replace unreadable pages/documents to meet quality standards.
• Enter data and image documents via electronic document management systems.
• Perform quality control to ensure deletions of erroneous material, readability, and proper classification.
• Assign and verify index values to imaged documents.
• Identify document types to determine required indexing values.

Skills

Typing 45 wpm

Teamwork

Conflict resolution

Customer service

Self-management

Education

General office coursework/training

Job description

Initial Posting Date: 09/24/2026 Application Deadline: 10/01/2026 Agency: Department of Human Services Salary Range: $3,515 - $4,312 Position Type: Employee Position Title: Office Specialist 1, Two Positions

Job Description

The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that 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.

Opportunity awaits! Do you love having an ownership interest in the work you do while using exceptional teamwork skills to scan and index documents? Do you excel at transforming paper forms into widely accessible electronic documents, while building diverse relationships and innovative workplaces? We are looking for multiple Office Specialists (Office Specialist 1) to join our dedicated Imaging and Records Management Services (IRMS) team in Salem, Oregon. Together, we can create lasting change!

Summary of Duties

The Office of Imaging and Records Management Services (IRMS) provides electronic and physical document and records management in central repositories for storage, retrieval, and destruction under established Records Management requirements. These records constitute the agencies official records and as such must meet quality standards to be reproducible, must accurately identify records contained within image capture, location of image, various websites and must meet processing deadlines, service level agreements (SLA), and payment schedules.

As an Office Specialist, you will:

• Aid in the processing of various Oregon Department of Human Services (ODHS) and Oregon Health Authority (OHA) documents for record retention, electronic workflow, and production of permanent files using EDMS technology and equipment.
• Prepare documents received for processing including pulling staples, sorting documents, and batching them into like groups.
• Scan documents and ensure they meet established procedure for each document type.
• Visually review scanned documents for quality of image.
• Replace any pages/documents which are not readable or meet program quality standards.
• Work as needed to enter data and image documents via electronic document management systems.
• Complete established Quality Control functions on documents to ensure erroneous material deletion, readability, illegible image replacement, document classification.
• Assign, correct and verify index values to imaged documents in appropriate.
• Identify document type to determine required indexing values.

Minimum Qualifications

• One year of general clerical experience that includes keyboarding, word processing, or other experience generating documents;
• An equivalent combination of experience and college coursework or training in a general office occupation.

Essential Attributes

• Experience typing/keyboarding 45 or more words per minute.
• Demonstrated ability to work independently with a diverse team in a fast-paced production environment.
• Experience navigating effective conflict resolution with peers.
• Experience with practicing good stewardship with high-quality customer service.
• Experience with exercising effective self-management and accountability to contribute to overall team success through reliable performance.

Working Conditions

This position requires regular on-site work in our Salem Oregon office throughout the work week to support business needs. Initial classroom training will be onsite in our Salem office location. Onsite physical document processing may require frequent handling of paper and its byproducts, such as dust, staples, and adhesives. Onsite preparation and scanning of documents, including sensitive case files. Onsite mail processing includes open, batching, and scanning of a variety of documents. Long periods of sitting for data entry in an office environment. If appropriate conditions exist, some limited remote work may be available after training. This is highly dependent on business needs and is not guaranteed.

Physical Demands: Must have the ability to push, pull, and lift up to 40 pounds on a regular basis. Must be able to stand and process mail for up to 1-2 hours at a time. Must be able to handle extended periods of screen time. Must be able to move between multiple workstations throughout the day. Sensitive Material: Regular exposure to confidential and potentially distressing information, including reports and photographs, related to child abuse and neglect. You may interact with individuals who have experienced trauma and may have difficulty managing their emotions. Be prepared for stressful situations that require quick decision-making to ensure safety for yourself and others.

Work Schedule

IRMS operates on a flexible schedule between the hours of 6:00 a.m. to 6:00 p.m., Monday-Friday, depending on operational needs. However, individual work schedules are fixed and determined during the job offer process in consultation with the hiring manager. You will have training period where your work hours may differ from your traditional work schedule. During training, your work hours will be Monday - Friday from 8:30 a.m. - 5 p.m. Once training is complete, your established work schedule may change based on business needs. Occasional overtime and weekend work may be required.

Task Expectations

Manage multiple tasks with short deadlines and frequent interruptions. Adjust to changing priorities and short notice task shifts. Perform substantial data entry. Handle paper materials, including dust, staples, and adhesives. Work with confidential information governed by federal and state laws, rules and policies.

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’ and Oregon National Guard preference: Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.

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

The recruiter for this position is Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-207311.

Email: [e-mail]

Phone (call or text): 503-269-4222