What are the responsibilities and job description for the Office Specialist 2 position at Department of Human Services?
Initial Posting Date:
04/29/2025
Application Deadline:
05/06/2025
Agency:
Department of Human Services
Salary Range:
$3,429 - $4,622
Position Type:
Employee
Position Title:
Office Specialist 2
Job Description:
Office Specialist 2 / REQ-178806
Salary Range: $3429- $4622
Medford (State Street office)
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.
** Bilingual Preferred - English & Spanish **
You do not need to be bilingual to apply or be considered for this position. If you are bilingual, we encourage you to apply! We serve diverse communities and recognize the importance of serving people in their preferred language. If interested in using your bilingual language skills, upon passing the test, you will receive 5% bilingual differential pay.
OPPORTUNITY AWAITS!
Imagine being the first point of contact in a dynamic environment where your organizational skills and interpersonal finesse can make a profound difference in the lives of Oregonians—are you ready to step into this vital role?
SUMMARY OF DUTIES
The purpose of this position is to provide a variety of office support services to the branch, workers, providers 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 seniors and adults with disabilities.
The majority of duties include:
- 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 the appropriate staff member would be to receive the call. Refer the public to other community service agencies. Refer incoming telephone calls and people walking-in reception to the appropriate staff member to assure people are seen in a timely manner. Send calls to voice mail. Assist people calling in via the Relay.
- Assist applicants with necessary paperwork, check for accuracy and completeness. Answer applicant questions regarding community programs and resources.
- Issue EBT cards and execute EBT process accurately including narration in case and appropriate electronic coding. Maintain logs and reconcile issuances daily.
- Process applications and renewals for the Client Employed Provider (CEP) program (HCW program). Request background checks. Review applications, background check results/authorizations, 736 HCW Provider Enrollment Application, and I-9 form, for completeness and determine need for additional information. Process applications and request provider numbers for home care workers. Assemble and provide informational packets for homecare workers.
- Assist with and provide resources to clients and providers regarding the home care worker registry. Maintain individual provider files; narrate contacts with providers and outcome of background checks. Perform data entry for address changes to update provider files. Process unemployment claims and verification of employment.
- Assist and train providers with Provider Time Capture, regular contact with providers in person, by phone or email. Maintain PTC profiles, view authorizations, reconcile errors and trouble shoot payment and other PTC issues. Coordinate with CM’s and Case Aides to assure accurate and timely provider payments in PTC.
- Enter Authorizations for Payment for Special Needs programs in the ONE system. Research and track any issues with checks/payments. Create Plan of Care lines for in-home contract agencies payments in MMIS. Process prior authorizations for Home Delivered Meals Program (HDM), Emergency Response Systems (ERS), Community Health Supports RN (CRN) and Behavioral Supports (BSS).
- Assist with client case transfers as needed and manage assigned branch email boxes. Accurately upload documents to Laserfiche.
- Gather, sort, prepare and send all outgoing office mail. Process undeliverable returned mail, notifying workers and assisting to resend them to clients when appropriate.
- 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.
WORKING CONDITIONS:
The office is open from 8am-5pm, Monday through Friday. The needs of the public must be adequately served. Works primarily at a desk in a general office environment with some travel related to training or other meetings. Multiple and restrictive Federal and State regulations apply. Numerous procedures exist for processing assignments that vary in nature and must be completed timely and accurately. Must be able to communicate program requirements in a manner that facilitates understanding to the general public and impaired individuals. There is frequent use of a personal computer, telephones, photocopy machines, postage machine and other general office equipment. There may be exposure to communicable diseases. At times may have to deal with emotionally fragile and potentially hostile clients as well as people with hearing and speech difficulties. Physical demands of the position are limited.
This position requires a good attendance pattern, and appropriate use of accrued paid leave in order to ensure branch coverage for vacations and other leaves, as well as acceptable customer service for our clients, community partners and the general public.
This position requires occasional travel of more than 100 miles per one-way trip which requires a valid driver’s license and an acceptable driving record. If you do not, you must be able to provide an alternate method of transportation. Travel may be in inclement weather.
WHAT YOU NEED TO QUALIFY/MINIMUM QUALIFICATIONS:
- Two years of general clerical experience; one year of which included typing, word processing, or other experience generating documents.
OR
- an associate degree in any field;
OR
- An equivalent combination of education and experience.
ESSENTIAL ATTRIBUTES:
- Experience working in a high-production environment accurately processing large volumes of work with tight time constraints.
- Experience in an ever-changing environment.
- Experience explaining complex information in a way that is clear and understandable.
- Experience working in computer systems.
ATTENTION ALL CANDIDATES!
- Please make sure your application materials, resume or job history, are clearly outlined as this information will be used to determine your starting salary range. Note: Your cover letter (if requested) and resume may be uploaded in the Resume/CV field on the online application.
- 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.
BENEFITS
- ODHS Employee Resource Groupcommunities that promote shared learning.
- Cost of Living Adjustments.
- Annual salary increases (until you reach the top of the listed salary range).
- Amazingbenefits package.
- Possible eligibility for thePublic 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
We invite you to contact
ADA.DHS@dhsoha.state.or.us
for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.- The recruiter for this position is Jennifer Moisa. If you contact the recruiter, please include the job requisition (REQ) number listed at the top of this job post.
- Email: JENNIFER.M.MOISA@odhs.oregon.gov.
Salary : $3,429 - $4,622
