Administrative Specialist 1

Oregon Department of Human Services
Published
June 28, 2022
Location
Salem, OR, Oregon
Category
Job Type

Description

We are hiring an Administrative Specialist 1 Are you ready to join #TeamODHS? Apply here:  https://bit.ly/3bvHLAV

Posting Closing: 7/7/2022 Salary Range: $2,922 - $4,331 with POSSIBLE HIRING BONUS​

POSSIBLE HIRING BONUS

Successful candidates hired on or between April 11, 2022 – September 15, 2022, who are new to state service or promoting through a competitive recruitment process may be eligible for a hiring bonus of 5% of step 6 of the annual salary range. Successful candidates will receive 50% of the bonus at time of hire and the remaining 50% on September 1, 2022. The successful candidate is only eligible to receive the remaining 50% of the hiring bonus if still employed in the position by September 1, 2022.

Do you enjoy working in a busy environment where you can use your organizational skills to make a difference?  Are you a motivated individual with strong communication skills and love to be part of a dynamic team that values your contributions?  Are you interested in being part of an agency that promotes career advancement?  If so, we would like to hear from you.

The Oregon Eligibility Program, part of the Oregon Department of Human Services (ODHS) is looking for a talented individual to serve as an Administrative Specialist 1 in the Business Information Services Unit.  In this role you will be responsible for supporting the various functions of the team through performing administrative support tasks.   Being a self-starter and a team player is a key for success in this role.

About the Oregon Department of Human Services

Our Mission: To help Oregonians in their own communities achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.

ODHS commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer and encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA+ community members, and others to help us achieve our vision of a diverse and inclusive community.

The Oregon Department of Human Services (ODHS) is committed to building an antiracist and equitable agency. Equity is foundational to our role as a human services agency, and we are committed to integrating equity into all we do. The Equity North Star has four points that explain the agency's goals related to equity, inclusion, and racial justice.

To learn more about our agency, click here.

ABOUT ODHS Oregon Eligibility Program

The Oregon Eligibility Program (OEP) is responsible for ensuring ODHS program and policy integrity in Enterprise IT Projects and in operations and maintenance efforts. Provides equitable and holistic eligibility determinations that allow individuals residing in Oregon to receive accurate and timely determinations and connect them to community resources. We do this through engaging in understanding the needs of individuals residing in Oregon and providing opportunities for their voice to identify the problems and outcomes that we are focused on. OEP partners with agencies and provides resources, tools, supports, training, oversight, quality control, data, and direction to support eligibility determinations.  OEP strives for outcomes that are supported by equity, customer service, consistency, and creating operational efficiency.

ODHS Oregon Eligibility Program Business Information Services (BIS) specializes in standards and practices of Business Analysis and User Acceptance Testing Services related to Enterprise IT solutions. Oregon Eligibility Program BIS contributes to the ODHS mission and program integrity through the following services:

  • Provides collaboration and strategic planning with State, Agency, Program and other related business and IT organizations regarding governance, priority and resource management of IT projects and enhancement, as related to State and ODHS Business Information Services.

  • Provides vendor, contract, and budgetary oversight, as directed, for some Enterprise IT projects and operations and maintenance solutions, as defined.

  • Design and application of Enterprise level business analytic and testing service standards and practices.

  • Provides centralized Business Analytic support to Enterprise level IT projects and enhancements.

  • Provides centralized Business Analysis and User Acceptance Testing services for the Oregon Eligibility system.

  • Provides scalable central BA and UAT model for other IT solutions, as defined.

  • Collaborates with all other agency Business Support Units (BSUs), Business Information Service units (BISs) and others to promote best practices, process improvement and increased program integrity across all Business Analytic services to bridge the gap between IT solutions and business need. Assists ODHS program policymakers to maximize strategic use of technology, while defining clarity and precision in our business solutions. Rigorous Business Analytics and system testing improve our projects, systems and increase program integrity across our Enterprise.

What you will be doing

As an Administrative Specialist 1 in our Business Information Services Unit each day will be unique and will bring opportunities to learn something new. Some of the clerical duties you will be performing are scheduling and coordinating meetings, preparing & compiling meeting materials, taking meeting minutes and distributing to all staff including executive leadership. You will also do attendance, keep inventory of supplies and order as necessary, set up equipment and other materials needed for trainings, events, and conferences. You will assist in coordinating staff recruitment process and paperwork preparation, scheduling interviews, and preparing personnel paperwork for unit staff.

Working conditions

Remote work or alternative work location may be considered in filling this position. The ability to report to Salem is required when business or operational needs are dependent on onsite activities.

ODHS, A place to belong and make a difference!

You can find connections through an Employee Resource Groups (ERGs) which are voluntary, employee-driven committees that support each other as well as the ODHS overall mission. ERGs are an officially chartered group organized around shared cultural identity(ies) to support historically underrepresented ODHS employees.

You can grow your career through, free leadership training, ample career pathways, and committee participation opportunities.

You’ll enjoy work/life balance, 10 paid holidays a year, flexible work schedules, remote work options, and competitive benefits packages.

What you need to qualify:

 Three years of clerical/secretarial experience that included:

  • Two years at a full performance level performing typing, word processing, or other generation of documents AND

  • lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.  No substitution will be made for the two years at the full performance level.

Successful candidates will possess the following essential attributes

  • Computer Knowledge: Ability to successfully use Microsoft Word, Excel, Outlook, Teams, Zoom & PowerPoint.

  • Organizational Skills: Ability to use time, energy & resources effectively to improve efficiency.

  • Interpersonal Skills: Ability to interact with a wide variety of people in a respectful and compassionate manner.

  • Communication Skills: Attentive communication by showing active listening and a calmed friendly tone of voice that will help de-escalate tense situations when necessary.

  • Multitasking: Ability to multi-task competing priorities while supporting multiple staff and/or current projects.

Additional Requirements

Finalists for this position will be subject to a computerized criminal history and abuse check.  Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.

How to Apply

Your work history profile, cover letter, and resume are the perfect opportunities to highlight your interest in the position and showcase the amazing skills and experience that make you the best candidate for the position.  

  • Please upload a resume or complete the work history profile. 

Note: Your resume may be uploaded in the Resume/CV field on the online application. 

  • Attach a cover letter that demonstrates how you meet the qualifications, requirements, and essential attributes for the position.

  • External Applicants: Click on the “Apply” button and submit your application. View this video for help.

  • Internal Applicants (Current State of Oregon employees): Apply via your employee Workday account. View this job aid for help.

  • After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox.

  • Veterans: If you are claiming veterans preference points, you will receive a task in your Workday account to provide military documents (if you have not already provided them). Please ensure to complete all tasks in Workday during the application process and upload your documents (DD214/Disability). Click here for a guide on how to upload your documents. For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application – instead, attach these documents when prompted to during the Workday task. For questions about documentation, please visit: Veterans Resources.

Helpful Information

  • This position is represented by the Service Employees International Union (SEIU).

  • This recruitment may be used to fill future vacancies.

  • In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. ODHS does not offer VISA sponsorship for this position.

  • If you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contact our office at DHS.RECRUITMENT@dhsoha.state.or.us.

  • Have questions about Workday, and want some tips on understanding the state application process? Check out this link.

  • For questions or assistance with the application process, please contact Teresa Camacho via email at Teresa.Camachodelatorre@dhsoha.state.or.us  or call 971-286-0701. Please be sure to include the job requisition number.

Only registered members can apply for jobs.

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