Office Specialist 2

Initial Posting Date: 04/21/2022 Application Deadline: 05/08/2022 Agency: Department of Human Services Salary Range: $2,723 - $3,951 Position Type: Employee Position Title: Office Specialist 2 Job Description: Do you have excellent communication skills? Do you have experience with data entry procedures, responding to customers' inquiries through phone calls and e-mails? Are you highly organized and have excellent time management skills? If that sounds like you and you are committed to anti-racism and fostering a culture of belonging, we want to hear from you. The Office Specialist will provide provides statewide contractual services to the Office of Contracts and Procurement (OC&P) department programs and divisions. This includes, answering and responding to incoming telephone calls, distributing incoming correspondence, organizing, and maintaining filing systems and data entry. 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.   Duties and Responsibilities: Reviews request forms and other documents for compliance with established standards and ensures all necessary documentation is provided and complete. Provides administrative and clerical support to DHS Office of Contracts and Procurement staff and managers. Responsible for receiving mail and correspondence, reviews for actions required. Provides vendors with a receipt for bids/proposals delivered to the office. Organizes and maintains contracts, inventory, and purchasing filing systems. Conducts archiving activities of contract and solicitation hard files including maintaining electronic records. Coordinates with contracts and procurement staff to identify and resolve problems within established policies and procedures. Successful candidates will possess the following essential attributes: Customer Service: Calm, clear, professional communication skills to ensure quality customer service daily by telephone, in writing or in person. Data Entry: Entering data to verify the authenticity of the data being entered. Accuracy and Attention to detail: Ensuring you have a complete understanding of the task you're working on. Active listening: Ability to provide timely and accurate information to participants. Communication: Strong ability to communicate with diverse groups and individuals in areas such as, responding to inquiries, narrative reports, and instructional materials with limited supervision. Team-Oriented: Ability to work well and thrive in a team environment. Flexible: Ability to be flexible and take direction when work priorities or schedules shift. Microsoft Office Skills: MS Word, MS Excel, MS PowerPoint, MS Outlook, MS Teams. 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; OR Graduation from a private school of business with a certificate AND one year of general clerical experience. Studies have shown that women, non-binary people, and Black, Indigenous, and other people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and the candidate may come from a less traditional background, we encourage you to apply. Working Conditions: General office environment. Employee must have the ability to work with a high degree of independence. Employee may have to perform important projects under short timelines and competing priorities. Employee must have valid driver’s license or other acceptable method of transportation. Employee must be able to lift and transport boxes as well as equipment weighing up to 40 pounds per item. Overtime will periodically be required due to programmatic, budgetary, or other critical deadlines. Telework 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. Once a trial service period has been completed, or as determined by the hiring manager, the ability for a flexible work schedule may be possible. Benefits to working at ODHS Find connections through an Employee Resource Groups (ERGs); officially chartered group organized around shared cultural identity(ies) to support historically underrepresented ODHS employees. Grow your career through, free leadership training, ample career pathways, and committee participation opportunities. Enjoy work/life balance, 12 paid holidays a year, flexible work schedules, remote work options, and excellent benefits, including low-cost, high-coverage health insurance, and a competitive retirement plan. About ODHS The Oregon Department of Human Services (ODHS) commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer and encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA community members, and others to help us achieve our vision of a diverse and inclusive community.  At ODHS, we strive to develop a qualified workforce that is representative of the diverse communities we serve. It is our belief we can achieve this through our devotion and commitment to action for anti-racism and racial equity to build and sustain an agency that truly carries itself with the core values of integrity, stewardship, responsibility, respect, professionalism, innovation, and service equity. We foster environments and teams where we all feel safe, valued, supported, strengthened, and engaged in our personal growth and the agency’s growth.  About Office of Contracts and Procurement The Office of Contracts and Procurement (OCP) is a Shared Service and supports all offices of the Oregon Department of Human Services and the Oregon Health Authority by procuring supplies and services in the most cost-effective manner through innovative and responsible solutions. Additional Requirements: Successful candidates 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. 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. How to apply: ***If you are a current State of Oregon employee, you must apply through your employee Workday profile. External Applicants: Click on the “Apply” button and submit your application. View this video for help. Internal Applicants (this includes Current State of Oregon employees): Apply via your employee Workday account. View this job aid for help. You must attach a copy of your resume and/or complete the Workday Profile so we can verify your qualifications for this position. Required: Submit a cover letter that demonstrates how you meet the qualifications and essential attributes for this position. After you submit your application, be sure to respond to the public records request (PRR) authorization and gender identity question. This screen will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox. If you are a veteran, the task to claim preference will come after the PRR and gender identity tasks. Veterans - For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application or combine it with any other required document attachments. We will ask you for your documents later in the process. (Please see below in Helpful Information). Click here for a guide on how to upload your documents. Additional Information: This position is represented by the Service Employees International Union (SEIU). This recruitment may be used to fill future vacancies. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time. IMPORTANT: Please monitor your Workday account as all communications will be sent there. The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%. Please review the Classification and Compensation page for more details, or you may visit our website for information on Pay Equity. For questions about the job duties or application process, please contact nora.l.leyva-esquivel@dhsoha.state.or.us. Please be sure to include the job requisition number. If you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contact our ADA Office at DHS.RECRUITMENT@dhsoha.state.or.us.