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Office Assistant (Office Specialist 2)

Company

Department of Human Services
Address , Salem, Or
Employment type FULL_TIME
Salary $2,823 - $4,073 a month
Expires 2023-07-26
Posted at 10 months ago
Job Description
Initial Posting Date:
05/24/2023
Application Deadline:
05/31/2023
Agency:
Department of Human Services
Salary Range:
$2,823 - $4,073
Position Type:
Employee
Position Title:
Office Assistant (Office Specialist 2)
:
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.
Do you want to positively impact the lives of Oregonians who experience disabilities? If you want a career that makes a difference, we invite you to apply today!
We seek an Office Assistant (Office Specialist 2) (OS2) to join our Vocational Rehabilitation team.
If you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact Sugei Hernandez via email at or call 971-375-8675. Please be sure to include the job requisition number.
The Office of Vocational Rehabilitation, part of the Oregon Department of Human Services, is looking for talented individuals with a passion for public service to apply for our Office Assistant position. In this position, you will be an integral part of the team by providing support services to the Administration program and agency staff. This position is responsible for performing administrative and technical assignments, advanced word processing, and desktop publishing projects.
Oregon Department of Human Services (ODHS), A place to belong and make a difference!
  • 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, and competitive benefits packages, including health, dental, vision, and much more!
  • 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 and the ODHS' overall mission and vision.
  • When you join the ODHS, you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve well-being and independence through opportunities that protect, empower, respect choice, and preserve dignity.
  • 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. The Equity North Star has four points that explain the agency's goals related to equity, inclusion, and racial justice.
  • If you have federal student loan debt or are thinking of returning to school, you might benefit from the Student 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.
What you need to qualify
  • 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: Please note a cover letter is required.
  • Experience providing information and referral in person, by telephone, and via email to various individuals.
  • Experience and competence in working with culturally diverse populations.
  • Ability to consistently treat co-workers, shareholders, and partners with dignity and respect.
  • Experience with Word, Excel, and a variety of software applications.
  • Experience working with confidential information.
  • Experience composing a variety of charts, tables, correspondence, reports, and other materials from rough drafts.
  • Ability to be self-directed, results-focused, and obtain the problem-solving skills to prioritize daily work.
  • Experience taking meeting notes and producing accurate minutes.
  • Ability to display professionalism and courtesy when dealing with the public and department staff.
  • Experience coordinating and scheduling meetings, including building agendas.
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. Make sure to read the 'How to Apply' section for any other requirements.
Your duties at a glance
The Vocational Rehabilitation Program (VR) mission is to assist Oregonians with disabilities to achieve and maintain employment and independence.
This will be done by the following customer-related and supporting objectives:
Customer-Related Objectives:
  • Create shared commitment and ownership among all staff to maximize program goals
  • Increase program policy alignment and consistent application
  • Create and implement an Employer Engagement Model Supporting Objectives:
  • Formalize and continue to update our business practices
  • Rethink and implement inclusive, dynamic statewide youth programs
  • Respond proactively to federal and state requirements and initiatives by creating an agile and sustainable program
  • Support and accelerate customer experience to be empowering, effective, and efficient
Vocational Rehabilitation is a statewide program that serves approximately 15,000 disabled Oregonians annually with a total staff of approximately 250 employees.
As an Office Assistant, you will:
  • Coordination and scheduling of meetings.
  • Confer with Administrative staff as needed on specifications and directions of projects, negotiate time frames for completion and advise of problems in meeting deadlines. Use good judgment in interpreting the author's instructions, discerning content errors and format.
  • Develop, design, duplicate, assemble, and distribute various documents for the administrative staff using multiple programs (Word, Excel, etc.).
  • Compose and prepare a variety of charts, tables, correspondence, reports, and other materials from rough drafts.
  • Assist with the record archiving for the administrative office, including processing records for storage & delivery while maintaining the confidentiality of agency records.
  • Establishes and maintains accurate, up-to-date files and records to facilitate rapid retrieval as needed by VR executive staff members
  • Provides assistance in referring various parties requesting information regarding vocational rehabilitation services to the appropriate staff/field office.
Working conditions
  • Occasional overtime may be required; frequent interruption of work occurs.
  • Requires ability to be comfortable with authority, accountability, and constraints of the position and to operate within the area.
  • Occasional travel is required to attend classes and meetings.
  • Remote work or alternative work location will be considered in filling this position. The ability to report to Salem is required when business or operational needs are dependent on onsite activities
  • Workload demands frequently require short turnaround times for completion; flexibility in adapting to varying styles and needs of administrative staff as well as a general familiarity with agency programs
  • Requires the ability to work as a team player within the administrative unit.
How to apply
Your work history profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and showcase the skills and experience that make you the best candidate for the position.
  • Current State of Oregon employees: Apply via your employee Workday account.
  • 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.
  • Required: Attach a cover letter demonstrating how you meet the qualifications, requirements, and essential attributes for the position. If you fail to attach a cover letter, your application will be declined.
  • If you are not a current State of Oregon employee: view this application instructional video.
  • 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.
Additional requirements:
  • 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 verify that you are authorized to work in the United States.
  • 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 the withdrawal of a conditional job offer or termination of employment.
Helpful information
  • For questions about the job duties or application process, please contact Sugei Hernandez via email [email protected] or by phone 971-375-8675. Please be sure to include the job requisition number.
  • This recruitment may be used to fill future vacancies.
  • Have questions about Workday, and want some tips on understanding the state application process? Check out our Oregon job opportunities page.
  • This position is represented by the Service Employees International Union (SEIU).