Office Specialist 2 (Klamath Falls) Job at Department of Human Services
Initial Posting Date:
01/25/2023
Application Deadline:
02/08/2023
Agency:
Department of Human Services
Salary Range:
$2,823 - $4,073
Position Type:
Employee
Position Title:
Office Specialist 2 (Klamath Falls)
Job Description:
Office Specialist 2 - REQ-115216
Salary Range: $2823 - $4073
Location: Klamath Falls office
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 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 the opportunity to match the needs of people in the community with available federal, state and local programs or other resources to meet those needs? Do you want to be part of a diverse workforce that collaborates and learns from each other to improve services that supports the elderly, people with disabilities and communities? Then, we want to hear from you!
Aging and People with Disabilities (APD), part of the Oregon Department of Human Services, is seeking a dedicated and compassionate individual for an Office Specialist 2.
Oregon Department of Human Services (ODHS), A place to belong and make a difference!
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When you join theODHS, you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.
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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 as well as the ODHS’ overall mission and vision.
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Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, andcompetitive benefits packagesincluding health, dental, vision and much more!
ABOUT THE PROGRAM
Click here
to learn more about Aging and People with Disabilities.
YOUR DUTIES AT A GLANCE:
The purpose of this position is to determine initial and on-going Medicaid eligibility for long term services and supports (LTSS), to develop and implement service plans, to coordinate the provision of services for community-based care and nursing homes, and to regularly review and update Medicaid eligibility and
monitor service plans. The office is open from 8am-5pm, Monday through Friday. The needs of the public will be adequately served.
Major duties may include:
- Perform position duties in a manner that aligns with the agency’s core values and promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully. Engage in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develop positive working relationships with agency staff and managers through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner. Demonstrate openness to constructive feedback and suggestions, in an effort to strengthen work performance. Actively engage in and contribute to a positive, respectful and productive workplace culture and atmosphere.
- Front desk coverage including greeting walk-in traffic, logging in their information, answering questions and giving resources, and contacting the appropriate staff for consumers.
- Entering consumers information (application registration) into the Oregon Eligibility (ONE) program.
- Creating face to face appointments and phone appointments into the ONE eligibility program.
- EBT Card Issuing and Tracking following written processes.
- Scanning files to the ONE program for eligibility purposes.
- Cancelled Checks – logging checks, notifying the appropriate worker, narrating actions, and locking check in safe per written office procedure.
- Process Incoming Mail- follow internal written processes for the proper handling and distribution of mail.
- Meeting Minutes when assigned – typing minutes and attendance, submitting to supervisor for approval, then saving to the local network drive depending on the type of meeting.
- Reports (Run & Track) – sending end of the month clerical and HSS3 contact statistics to the manager and saving to the local drive. Also includes creating the log to gather information for a new year
- Voter Registration – send voter registration information to the proper channels and keeping statistics as outlined in the National Voters Registration written process
- Telephone Systems & Issues – setting up voicemail boxes, unlocking phones when needed, assisting with user issues.
- Receive Home Care Worker applications, review for completeness and send to the Home Care Worker Clerk.
- Process Homecare worker time through the provider time capture program.
- Scanning files to EDMS (Electronic Data Management System) Following written processes.
- Hearing Requests – scan all given materials to the appropriate entity as requested by a worker.
- Scheduling preventive maintenance on the vehicle fleet.
WORKING CONDITIONS:
General office conditions. The work schedule for this position is Monday through Friday (8 a.m. - 5 p.m.) for a 40-hour work week. May require some overtime work before and after scheduled work hours and on weekends. This position is in an office environment that includes long periods of sitting for data entry, document reviews and desk side interviewing. Daily ongoing use of a computer, keyboard, and monitor are necessary. This position may include contact with hostile and/or difficult individuals and potential exposure to communicable diseases.
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 (MQ’s):
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Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents.
OR
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An Associate degree.
OR
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Graduation from a private school of business with a certificate AND one year of general clerical experience.
ESSENTIAL ATTRIBUTES (EA):
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Experience providing customer service to public, via phone and in writing
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Good communication skills both orally and in writing
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Proficient at entering and tracking data accurately into multiple databases and systems such as
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Ability to work in a busy environment with interruptions while meeting assignment deadlines
**Clearly describe how you meet the minimum qualifications (MQ’s) and essential attributes (EA) within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.
Application instructions & requirements:
Your work history profile either in the Workday application or resume application is the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position.
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Current State of Oregon: Apply via your employee Workday account. (This includes permanent and limited duration employees; temporaries are not counted as internal candidates). View thisjob aidfor help.
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If you are not a current State of Oregon employee, view thisapplication instructional video.
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Please upload a resume OR complete the work history profile. Note: Your resume / cover letter may be uploaded in the Resume/CV field on the online application. **Emailed resumes and cover letters will not be accepted; they must be attached to your Workday application to be considered.
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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.
ADDITIONAL REQUIREMENTS:
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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 withdrawal of a conditional job offer or termination of employment.
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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.
HELPFUL INFORMATION:
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This position is represented by the Service Employees International Union (SEIU).
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This recruitment may be used to fill future vacancies.
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Have questions about Workday, and want some tips on understanding the state application process? Check out ourOregon job opportunitiespage.
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If you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contactADA.DHS@dhsoha.state.or.us. Please be sure to include the job requisition number.
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For questions about the job duties or application process, please contactJENNIFER.M.MOISA@dhsoha.state.or.us. Please be sure to include the job requisition number.
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