Administrative Specialist 2 Job at Department of Human Services
Initial Posting Date:
04/04/2023
Application Deadline:
04/18/2023
Agency:
Department of Human Services
Salary Range:
$3,398 - $5,148
Position Type:
Employee
Position Title:
Administrative Specialist 2
Job Description:
Position Title: Administrative Specialist 2
Applications accepted: April 4th, 2023 – April 18th, 2023
Monthly Salary Range: $3,398 - $5,148
Location: Bend or Redmond branch office (this is not a remote work position)
We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the
Equity North Star
as our guide toward our vision of an agency free of racism, discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply.
Oregon Department of Human Services (ODHS), A place to belong and make a difference!
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When you join theODHS, you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.
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Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS’ overall mission and vision.
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We are 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. TheEquity North Starhas four points that explain the agency's goals related to equity, inclusion, and racial justice.
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We know that life is unpredictable and ODHS cares about keeping you well. Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, andcompetitive benefits packagesincluding health, dental, vision and much more!
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If you have federal student loan debt or are thinking of going back to school, then you might benefit from theStudent Loan Forgiveness Program. If you make 120 qualifying payments on your student loan while working full-time for a qualifying employer, your student loan debt may be forgiven.
Join our team in Central Oregon!
Do you thrive in a fast-paced work environment where your team depends on you for tracking important and time sensitive data? Do you have excellent time management and organizational skills? If you answered yes, then we want to hear from you!
We are seeking a talented individual to serve as an Administrative Specialist 2 in Redmond or Bend for the Self Sufficiency and Child Welfare teams. In this role you will be an integral part of the local management team by providing project support, general coordination and human resources administrative support.
If you have bilingual language skills, you are encouraged to apply! All languages are welcomed and utilized to better serve our Oregonians. We offer bilingual differential pay, which is an extra 5% of the employee’s base pay upon passing test(s) evaluating your proficiency in a language other than English. Please note, bilingual language skills are
not required for this position.
Employment Information Session:
If you are interested in hearing more about this position, other positions within ODHS in Central Oregon, benefits, career advancement opportunities and important tips for submitting an application, you are welcome to join an informational meeting via Microsoft Teams. Some of our staff will be there to share information and answer questions. This is not part of the interview process and is open to the public.
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First Monday of every month from 4 to 5pm PST.
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Join on your computer or mobile app:Click here to join the meeting
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Call in (audio only): +1 971-277-2343,,387820144#
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Third Monday of every month from 4 to 5pm PST.
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Join on your computer or mobile app:Click here to join the meeting
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Call in (audio only): +1 971-277-2343,,270032421#
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Summary of duties:
As an Administrative Specialist, you will provide support to the Central Oregon (ODHS District 10) management teams for both Child Welfare and Self Sufficiency programs. Responsibilities include, but are not limited to;
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Be part of creating and supporting an inclusive environment.
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Maintain, update, and create personnel documents and employee records.
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Complete non-management tasks related to tracking staff and position data, tracking and completing forms during the hiring process, and maintaining organizational charts.
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Provide administrative support by sending notices, tracking responses, scheduling meetings, recording and distributing meeting minutes, and managing paperwork throughout its lifecycle.
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Act as the administrative assistant to the District Manager and Program Managers.
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Support and assist with coordination of training events and meetings.
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Assist with special projects as assigned.
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Develop procedures, administrative systems and forms necessary to complete work and ensure efficient flow of information, workflow, and delivery of services.
Working conditions:
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The work schedule is Monday – Friday, 8am to 5pm. Adjusted work schedule start/end time that meets business needs Monday – Friday can be discussed.
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Partial telework schedule can be discussed upon successful completion of training and the employee has demonstrated the ability to work independently.
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Redmond or Bend will be the base/home office location for this position. Travel to other offices/work sites will occur during regular work hours.
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Contact with the public, including contact with customers experiencing emotional and financial stress.
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Works in an integrated office environment where diverse programs, partners and staff create the work team.
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Experience high volume of computer work, using various computer programs in a fast-paced team environment.
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May require sitting at a terminal or telephone for prolonged periods of the workday.
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Priorities and procedures may change daily and requires the ability to be flexible in application of procedures.
Minimum Qualifications / What you need to qualify:
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Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
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An equivalent combination of training and experience. (One year of postsecondary education may be substituted for up to one year of the experience.)
You must clearly show that you meet the minimum qualifications in your application or resume to be considered for an interview. Your application and/or resume will be used when completing a pay equity assessment. The pay equity assessment determines your pay rate/salary step, so complete and detailed history of work, education, and other experience is helpful.
Essential attributes: Please be sure to clearly describe how you meet these attributes within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.
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Organizational skills: Ability to remain organized, have good time management skills, and prioritize work tasks and responsibilities appropriately in a fast paced, high productivity environment. Experience tracking multiple projects and successfully adhering to deadlines.
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Accuracy and attention to detail: Commitment to accuracy and attention to details, ensuring you have a complete understanding of the task you're working on. Ability to review complex data to provide comprehensive reviews and track follow up actions needed.
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Computer skills: Adept in usage and functionality of computers, web browsers, and Microsoft programs such as Excel spreadsheets and OneNote. Ability to learn and use multiple systems in tandem for research, tracking and data management.
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Approachable and collaborative: Demonstrated commitment to developing relationships that establish trust, approachability, and adaptability amongst individuals with diverse learning and communication styles. Inclusive and respectful of others’ contributions and ideas.
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Verbal and written communication: Skilled in communicating effectively with diverse groups on a one-to-one basis and in group settings to provide information and advice or give assistance.
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Diversity, equity and inclusion: Demonstrates a commitment to continued learning and the ability to promote a culture of equitable treatment, belonging, and commitment to fostering ODHS’ mission to actively work to foster an anti-racist workplace.
How to apply:
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Your work history profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position.
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Please upload a resume or complete the Workday history profile. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
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A cover letter is not required for this application. However, you may attach one if you wish. This may help the manager understand better how you possess the essential attributes.
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Current State of Oregon employees: Apply via your employee Workday account. Ensure that your Workday is updated and includes your work and education history.
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After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.
Additional requirements:
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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.
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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.
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May require a valid driver’s license or other acceptable method of transportation.
Helpful information:
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This position is represented by the Service Employees International Union (SEIU).
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This recruitment may be used to fill future vacancies.
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Have questions about Workday or want some tips on understanding the state application process? Check out ourOregon job opportunitiespage.
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If you need an accommodation under the Americans with Disabilities Act (ADA), please contactdhs.recruitment@odhsoha.oregon.gov.
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If you have questions or need assistance with the application process, reach out to Alissa Walker via email atALISSA.WALKER@odhs.oregon.gov or via phone at 503-519-1807. Please be sure to include the job requisition number when you reach out.
Come for a job. | Stay for a career. | Make a difference... for a lifetime!
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