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Office Specialist 2/Office Support
Category: Other
  • Your pay will be discussed at your interview

Job code: lhw-e0-90659264

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State of Oregon

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  Job posted:   Thu Jun 7, 2018
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Office Specialist 2/Office Support
Office Specialist 2/Office Support



Office Specialist 2/Office Support


$2,461.00 - $3,431.00 Monthly


Medford, OR

Job Type



Human Services-Seniors & People with Disabilities

Job Number



6/11/2018 11:59 PM Pacific

+ Description

+ Benefits

+ Questions


DHS18-0744A Filling Wo Positions

If you previously applied under announcement number DHS18-0744 and qualified, you need not reapply. Your name will automatically be added to the list of qualified candidates for this recruitment.

The Department of Human Services (DHS) mission is the safety, health and independence for all Oregonians. We help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice and preserve dignity. We protect children who are abused or neglected. We serve seniors and people with disabilities. We help low-income people along the road to self-sufficiency with health coverage, job preparation, childcare and other supports. Our services are delivered in the least restrictive setting and in partnership with communities. We are absolutely committed to ongoing innovation in the delivery of services, and we are committed to recruiting, developing and retaining dedicated employees. DHS is guided by our core values of Integrity, Innovation, Respect, Service Equity, Responsibility, Stewardship and Professionalism.

DHS employs over 7,500 people, in more than 100 locations around the state, and delivers services through and in coordination with many community partners.

This employment opportunity is with Aging and People with Disabilities (APD), which is part of the Department of Human Services. There are TWO permanent full-time Office Specialist 2 openings located in Medford (28 W. 6th Street). These positions are represented by a union.

Duties & Responsibilities

The mission of DHS/Aging and People with Disabilities is to provide appropriate social, health care, financial, and protective services to all eligible persons in the least restrictive, most cost effective, and most appropriate environment. The local field offices determine eligibility and coordinate the delivery of these services within Jackson and Josephine Counties

The purpose of this position is to provide a variety of office support service to the branch, workers, and clients. This position is the first contact made by clients, providers, and the general public with our agency. A professional manner and a customer service outlook are important.

The major areas of support include receptionist, telephones, general office, computer entry, and some financial functions. These efforts enable staff to achieve the organization's mission. The branch provides social and financial services to Title XIX elderly and adults with disabilities.


+ Work at a fast-paced reception desk and front office area to answer phones and greet the public. Provide information about services available. Ask clarifying questions to assess who would be the best person to receive call. Refer the public to other community service agencies. Refer incoming telephone calls and walk-in window reception to the appropriate person to assure clients are seen in a timely manner.

+ Issue EBT cards and execute EBT process accurately including narration in case and appropriate electronic coding. Maintain logs and reconcile issuances daily.

+ Provide temporary medical cards for clients as requested.

+ Track usage and coordinate maintenance of state cars.

+ Keep the reception area neat and clean; replace brochures and informational materials. Order to maintain supplies of such. Put up closure notices for holidays. Monitor lobby activity and building access; do not allow unknown persons into the work area and alert the supervisor of any disturbances in the reception area immediately.

+ Gather, sort, prepare and send all outgoing office mail. Process undeliverable returned mail, notifying workers and assisting to resend them to clients when appropriate.

+ Accurately receipt-in all money submitted to the branch office. Record client pay-ins into system. Receipt all money received in the mail and process appropriately.

+ Maintain file room of closed, deceased and current cases. Maintain orderly individual client files. Create new files, change case file headings, frequent labeling, look up data in Oregon Access and DHR information systems. Locate files when requested. Data entry as needed. Purge files for timeliness and neatness.

+ Gain and maintain necessary skills and attend required training to participate in the development and implementation of an environment that fosters, as well as practices, multi-cultural competency.

+ Provide support staff back up in other APD/SDS RVCOG field offices as needed. Perform other related duties within the classification specifications that clearly fall within management's right to "direct employees" and determine methods, means, and personnel by which operations are to be conducted.


+ General office environment. Very limited physical exertion. Frequent contact with agitated, hostile clients; exposure to communicable diseases.

Qualifications, Required & Requested Skills

Your application materials, including your answers to the 'Supplemental Questions' will be reviewed to determine if you meet the minimum qualifications and how you meet the requested skills for the position to which you have applied. Your answers to the supplemental questions must be reflected in your application.


Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR

An Associate's degree in Office Occupations or Office Technology; OR

Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.

College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis. If you are using education to qualify, you must attach transcripts.


+ Experience working in a constantly changing environment with the ability to change priorities at a moment's notice.

+ Experience working with hostile people and crisis situations.

+ Maintain effective, cooperative and courteous working relationships with co-workers, supervisors, the general public, clients, and providers.

+ Demonstrate understanding of DHS' diversity objectives and actively seek to achieve goals. Consistently treat customers, stakeholders, partners and co-workers with dignity and respect--demonstrating world class customer service.

+ Develop quality working relationships and engage in effective team participation by assisting and supporting co-workers, supervisors, and other work-related partners. Constructively realize team objectives by identifying and resolving problems.

+ Experience answering routine inquiries for information about programs or services provided by your employer.

+ Experience communicating and providing customer service via telephone, in person and/or in writing.

+ Experience working with confidential information.

Only the candidates whose experience most closely match the qualifications and requested skills of this position will be invited to an interview.

Additional Information

*** COMING September of 2018***

The State of Oregon is implementing a new Human Resource Information System (HRIS), Workday. Workday will provide the latest technology in the areas of recruitment and retention.

The State of Oregon now requires an e-mail address be provided on all applications.

Applicant E-Recruit Help and Support:

This quick help guide can also be found on the State Jobs Page by clicking in the Applicant E-Recruit FAQ's then click on Applicant Profile Maintenance.

E-Recruit technical support: or call 855-524-5627 (toll free)

Information on Veterans' Preference points:

Questions and inquiries regarding this recruitment may be directed to:

Kathie Brostrom, Workforce Recruitment Consultant


DHS will communicate with all applicants via e-mail.

If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the DHS, Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.

Requirements for Child Welfare positions: Successful candidates for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following convictions are likely to result in being disqualified for this position: Felony Convictions, Computer theft, identify theft and fraud. CJIS Clearance is done at the conditional job offer.

DHS has a commitment to diversity, multiculturalism and community. We actively engage in recruiting and retaining a diverse workforce that includes members of historically underrepresented groups. The State of Oregon is committed to affirmative action and equal employment opportunities.

TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900 and ask the Telecommunications Assistant to connect you to 503-945-5698 (8:00 a.m. and 5:00 p.m. (Pacific Time) Monday through Friday).

If you need an alternate format of the application or assistance to participate in the hiring process please contact our ADA Office at,


Core benefits

Medical, vision and dental insurance

+ Comprehensive medical, dental and vision plans for the employee and qualified family members

+ $5,000 in employee basic life insurance

Retirement benefits

+ Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)

+ Employer paid defined benefit and defined contribution programs

**Effective November 1, 2016, SEIU represented employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95%. Upon becoming a PERS participating member, SEIU employees pay the employee 6% contribution to PERS.

Paid leaves and other benefits

+ Sick leave earned at the rate of 8 hours per a month with no maximum accumulation

+ Vacation leave earned at a minimum rate of 8 hours per month with accrual rate increases at 5-year increments

+ 24 hours personal leave earned each fiscal year

+ Ten paid holidays a year

The state also provides access to an innovative Employee Assistance Program that offers work-life counseling, along with homeowner, legal and family resources.

Optional benefits

+ Term life (employee, spouse or domestic partner, and dependents

+ Long-term and short-term disability

+ Accidental Death and Dismemberment

+ Long-term care (self and eligible family members)

+ Flexible spending accounts

+ Option to enroll in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.

The following information describes typical benefits available for employees. Actual benefits received may differ by position or branch of government or be prorated for other than full time work.

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