Business Staff/Clerical Support ~ Office Specialist 2

State of Oregon - Portland, OR3.9

DHS18-1201A~ Limited Duration

If you previously applied under announcement number DHS18-1201 and qualified, you need not reapply. Your name will automatically be added to the list of qualified candidates for this recruitment.

Ready to put your exceptional office support skills to work? The Office of Children, Adults and Families, which is part of the Oregon Department Of Human Services has an opportunity for an Office Specialist 2 to join their team. If you have excellent organizational skills, detail orientated, multi-task, possess strong communication skills and can meet everyday expectations of our office, we have an excellent opportunity for you!

There is one full-time limited duration opening located in Portland (N Glisan). This position is represented by a union.

The duration of this position will not exceed 17 months from date of hire.

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 empower, respect choice, and preserve dignity. DHS is guided by our core values of Integrity, Innovation, Respect, Service Equity, Responsibility, Stewardship and Professionalism.

What you will be doing:
You will provide clerical support to field staff, foster parents, providers, the public and agency staff in relation to cases at the branch level. This includes completing data entry to make sure that all Federal and AFCAR requirements are met for each case. This includes providing general clerical support to caseworkers and unit supervisors.

Discovery Clerk:
Assist office paralegal and caseworkers with Discovery of documents by redacting, case file preparation, drop filing, copy and scan protected information;
Deliver Discovery to court in person or arrange pick up/delivery.
Assist and process records requests. Support the records clerk to expunge records as needed, as well as archiving duties.
Maintain logs, tracking systems and data entry

Reception Support:
This position provides phone and reception support for the Child Welfare agency and answers, directs calls and inquiries, as appropriate, in a timely and respectful manner.
Greet clients, public and other agency officials at front reception desk, and providing assistance as needed, notify appropriate staff of client's arrivals and direct visitors to appropriate meeting rooms.
Maintains the lobby area, distributes client gas vouchers and bus passes, obtaining necessary signatures and maintains daily log of vouchers issued.

Attend mandatory meetings and trainings as directed by supervisor.
Other duties assigned.

Working Conditions
Working for DHS Child Welfare can be stressful with many unexpected deadlines, rush court order, working with multiple manuals, policy, computer screens, file forms, other agencies and community partners. Regular attendance and teamwork are a necessary part of this position. This position also receives and exposed to angry, hostile parents and family members around the children we serve.

This is what you need to qualify:
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.

Requirements for position: 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.

We are looking for candidates with a work history that demonstrates skill with the following:
Demonstrated experience with multi-line phone.
Experience performing general office duties.
Proficient in the use of Microsoft Office applications including Word, Excel, and Outlook.
Experience in providing customer service by phone, in person and in writing.
Experience providing information to the public.
Experience working with confidential, time sensitive information.
Experience working in a team environment.
Ability to complete multiple tasks with frequent interruptions.
Ability to examine documents for correct, complete information.
Ability to communicate with a wide range of customers/clients.

Only candidates who meet the qualifications for this position and with work experience most closely meeting the requested skills of this position will be invited to an interview.


*** COMING SUMMER 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.

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:
Nora Leyva-Esquivel, Workforce Recruitment Consultant

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.

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,


The Oregon Department of Human Services/Oregon Health Authority is committed to affirmative action, equal employment opportunity and workplace diversity.
Core benefitsMedical, vision and dental insurance Comprehensive medical, dental and vision plans for the employee and qualified family members $5,000 in employee basic life insuranceRetirement 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 yearThe 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.