Licensing Administrative Specialist (Administrative 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! Do you have time management and organizational skills? Are you able to use a computer to navigate data bases and locate information? Are you able to communicate clearly and cross culturally in writing, directly, or virtually? Has your background prepared you to read, interpret, and explain laws, rules, policies, and procedures? Are you interested in working in a fast-paced environment? Then, we want to hear from you!

To review the full list of duties and responsibilities, please click here to view the Position Description (PD).

Summary of Duties

The Office of Developmental Disabilities Services (ODDS) provides opportunities to link services for Oregonians who have intellectual and/or developmental disabilities. As part of its function ODDS oversees an array of services including but not limited to residential, in-home, employment, family support, crisis, and case management delivered through a state field structure or agreements with county governments or subcontracted agencies.

ODDS is responsible for the development and administration of programs that support children and adults with intellectual or other developmental disabilities to remain in their own home or community.

The Office of Developmental Disabilities Services Licensing Unit oversees a statewide program responsible for licensing and the quality of care in programs serving individuals with intellectual/developmental disabilities this includes the licensing of adult and child foster homes, and 24-hour residential facilities. It oversees and is responsible for the agency certification of agencies and the endorsement of 24-Hour Residential programs, Supported Living Programs, Employment Services and Professional Behavior Support Services.

As a Licensing Administrative Specialist, you will:

• Work in a fast-paced office where you will provide support for the Developmental Disabilities Licensing Manager and supervisors.

• Support the agency and foster Developmental Disabilities services.

• Provide customer service daily to Community Developmental Disability Programs (CDDP), staff, the public, agencies that provide services to individuals with developmental disabilities, provider relations department, State Fire Marshalls Office.

• Maintain overall office operations.

• Provide regular statistical data and analysis.

• Maintain systems and programs that support the licensing unit.

• Provide technical rule interpretation to providers so they can amend, correct or supply the needed licensing documents that are missing or in error.

• Following up by email and phone to explain laws, rules, and procedures.

• Interpret state laws, rules and federal regulations to ensure compliance with rules.

Minimum Qualifications

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis.

OR

An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis.

OR

An equivalent combination of education and experience.

Essential Attributes

We are looking for candidates with:

• Experience using critical thinking and sound judgment to identify effective solutions to problems.

• Experience demonstrating strong attention to detail to ensure accuracy in documentation, consistency in processes, and adherence to directions.

• Experience gathering, analyzing, and organizing data, and preparing narrative and statistical reports.

• Experience applying time management, organizational, and prioritization skills to efficiently track and complete tasks.

• Experience using computers to navigate databases, research information, and support decision-making.

• Experience communicating clearly with diverse audiences to explain complex information (including laws, rules, policies, and procedures), while adapting to changing environments and priorities.

Preferred attributes

This attribute is not required to be competitive; it is a plus.

• Experience working with developmental disabilities programs.

Attention all candidates! A cover letter is required, (please limit it to only two pages.) Clearly describe how you meet the minimum qualifications and essential attributes in your application materials. Your application materials will determine if you are selected to move forward in the selection process. Please include detailed work and education history. Failure to submit the required cover letter will result in disqualification of your application.

• Please upload a resume or complete the work history profile. Please make sure your application materials, resume and job history, are clearly outlined as this information will be used to determine your starting salary range during the Equal Pay Assessment (previously known as Pay Equity Assessment). If you are selected as the final candidate and a degree is listed as a minimum qualification for the position, please be prepared to provide verification of your completed education before moving forward in the hiring process. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application. 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.

• 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.
• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

• The job posting closes at 11:59 PM (PDT/PST) on the close date. Immediately after you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference. These questions are necessary to complete the application process.

Working Conditions

• Your typical work schedule will be Monday – Friday, 8:00 a.m. – 5:00 p.m. Pacific Standard Time (PST) on-site and in-person each workday at our Salem office.

• A plus is the location of our office in Salem. There is free parking for staff and visitors and there is access to a variety of food choices and other services within a short drive.

• You will interpret and explain Oregon laws, rules, regulations, and operational policies and procedures.

• Contact with the public, including contact with Oregonians experiencing emotional and financial stress.

• Serve a diverse range of customers with compassion and professionalism through a trauma informed lens.

• May require sitting at a computer or telephone for prolonged periods of the workday.

• Potentially, you may have required overnight travel to attend statewide meetings and trainings.

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’ 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.

• 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

• These are permanent, full-time positions and are represented by the Service Employees International Union (SEIU).

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

• The salary listed is the non-PERS qualifying salary range (AA-Rate). If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95% (AP-Rate). Please review the Classification and Compensation page for more details, or you may visit our website for information on Pay Equity.

Contact Information

We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.

• The recruiter for this position is Dereen Jalal. If you contact the recruiter, please include the job requisition number: REQ-198478.

• Email: Dereen.Jalal@odhs.oregon.gov

• Phone (call or text): 503-910-7744