10/16/2024 10/23/2024 Department of Human Services $3,477 - $4,755 Employee Administrative Specialist 1

• Hybrid work schedule will be considered in filling this position, with approximately 35% of duties performed onsite. The schedule is Monday to Friday, providing flexibility in the hours required to be in the office, amounting to up to 16 hours per week.

• Acts as the on-site liaison for IT support, coordinating hardware repairs, printer maintenance, and overseeing employee workstation relocations. The Wireless Watchdog Coordinator examines cell phone bills, orders phones and related accessories, and manages the addition and cancellation of phone lines. They also provide phone support for new employees who require a cell phone, including setup and troubleshooting. Additionally, they handle work orders for phone setup and programming.
• Opens and scans mail pertaining to administrative functions, such as invoices and BRM notices. Orders supplies and equipment, including copiers, phones, business cards, and unit envelopes. Conducts informal ergonomic assessments upon request.
• Receives, monitors, and processes OPAR invoices for payment through the Office of Financial Services (OFS).
• Tracks Business Reply Mail (BRM) usage, ensures the security and delivery of checks for post office box invoices, and manages the online USPS account for OPAR and OPI.
• Creates picture ID badges for all new hires and existing staff as required, retrieves badge reports as necessary or upon management's request.
• Maintains a SPOTS US Bank account; conducts purchases, reviews, and reconciles expenditure statements.
• Coordinates out-of-state travel arrangements and documentation for OPAR staff upon request.
• Scheduling rooms for interviews, preparing interview materials, submitting background check forms (ORCHARDS certified), and completing and submitting new hire paperwork are key tasks in the hiring process.
• Meets with new hires to create badges, collects forms of identification for the I-9 process, and uploads them into Workday; assists with setting up i Phones; schedules meetings at the request of the OPAR Administrator.

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR
• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR
• An equivalent combination of education and experience.

• Experience in providing administrative support, including the use of SPOTS card and adherence to ODHS invoice payment procedures.
• Experience in attention to detail, managing multiple tasks, prioritizing effectively, and consistently meeting deadlines.
• Experience handling confidential and sensitive information.
• Excellent verbal and written communication skills is essential.
• Communication skills, with the ability to effectively convey information to both internal and external customers.

• Hybrid work schedule will be considered in filling this position, with approximately 35% of duties performed onsite. The schedule is Monday to Friday, providing flexibility in the hours required to be in the office, amounting to up to 16 hours per week.
• This position operates in a nontraditional office environment where the majority of the staff work remotely.
• May require interaction with frustrated or upset staff members.
• Priorities and deadlines are subject to rapid changes.
• Regular use of a personal computer is necessary to carry out essential job duties.

• 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.

• ODHS Employee Resource Group
  communities that promote shared learning.
• Annual salary increases (until you reach the top of the listed salary range).
• Possible eligibility for the
  Public Service Loan Forgiveness Program
  .
• Amazing
  benefits package
  .
• Cost of Living Adjustments.

• 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.

• 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.

• The recruiter for this position is Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-167567.
• Email: Nora.L.LEYVA-ESQUIVEL@odhs.oregon.gov
• We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.