Front Desk Specialist (Office Specialist 2)

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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!

Would you enjoy collaborating with several different parties? Are you skilled in tracking multiple things at once? Would you be interested in joining a diverse team that is dedicated to serving children, families, and communities? If so, apply today to be a Front Desk Specialist (Office Specialist 2) in Astoria.

Summary of Duties

As an employee working within the Child Welfare Program, you will have an opportunity to make a meaningful difference in the lives of Oregon’s most vulnerable children and families. Your dedication will help us achieve the Child Welfare Vision for Transformation that will support children and young adults to be safer, healthier, experience less trauma and achieve a greater well-being.  

As a Front Desk Specialist, you will:

• Provide essential administrative support to caseworkers and unit supervisors within the Child Welfare agency, assisting casework and management units across various disciplines, and maintain order in the lobby area following office policies and guidelines.

• Answer phone calls, address inquiries, coordinate schedules, and guide individuals to appropriate services, resources, and community partners.

• Ensures compliance with State and Federal laws, by coordinating timely production of payments, policy compliance, forms, and letters in alignment with ODHS policies.

• Handle a substantial volume of administrative documentation and electronic data entry, including filing documents into case files, closing, and transferring cases, creating case and assessment files, and managing personnel records.

• Support data entry and uploads in both OR-Kids and local file/ spreadsheets

• -Request records which may include, but is not limited to police reports, out of state histories, court records, physical or mental health records.

• Actively seeks to provide culturally appropriate services, respecting the worth of diverse individuals and communities.

Working Conditions

• Occasional travel is required for attending meetings, trainings, completing SPOTS purchases, temporary lodging support, car maintenance, and other case related activities.

• Employee will work a professional work week; hours of work may fluctuate based on service needs. 

• Rare, compensated overtime may be required, including evening and weekend work.

• Your work will be conducted in offices, participant's homes, and other community sites.

• After training and any trial service, there may be opportunity for 1 day remote work each week. This will need to be discussed and approved by the manager.

• In this role, you will handle sensitive issues related to trauma, abuse, substance use, and crises.

• You will interact with a diverse range of individuals, including those who have experienced trauma and may struggle with emotional regulation.

• In this role you will complete Notary training provided by ODHS and maintain detailed records of all notary activities in line with training provided

Minimum Qualifications

• Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents. Or

• An associate degree in any field. Or

• An equivalent combination of education and experience.

Essential Attributes

We are looking for candidates with:

• Strong verbal and written communication skills and customer service skills

• Experience using various computer systems or databases, including Microsoft 365 programs.

• Experience using organizational skills, prioritization, and time management to meet deadlines and complete tasks in a fast-paced environment.

• Experience handling and maintaining confidential information.

• Experience conducting work as part of a team and individually.

Attention all candidates!

• Application materials are screened for minimum qualifications and essential attributes to determine if you advance in the selection process. Clearly describe how you meet these requirements in your application materials.

• Your application materials are used to determine your starting salary range. Please ensure any education and experience information, you would like considered are included in your application materials.

• Note: If attaching a resume and/or cover letter, please uploaded in the Resume/CV field on the online application. You can attach multiple files in this area at once.

• Artificial Intelligence (AI) Usage: 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.

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.

• Finalists must be cleared by the FBI Criminal Justice Information Services (CJIS) through a fingerprint-based criminal records check.

• A valid driver’s license and acceptable driving record are required for this position.

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).  

• This recruitment may be used to fill future vacancies in the same classification.

Contact Information

Please contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), and application or Job-specific questions.

• The recruiter for this position is Ryan Bennett. Please include the REQ# when corresponding.  

• Email: [email protected]

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