Front Desk Support Staff (Office Specialist 2)

Initial Posting Date:

Application Deadline:

Agency:

Salary Range:

Position Type:

Position Title:

Job Description:

The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to help us achieve our vision of a diverse and inclusive community.

Opportunity awaits! Would you like an opportunity to make a positive impact on Oregonians in need of support and resources?  Would you enjoy working with a diverse team that is passionate about serving children, families, and communities? If so, we’d love to hear from you!

Summary of Duties

As a Front Desk Support Staff, you will:

• Provide general or program-specific information or resources to clients, staff, and stakeholders either in person, phone, or email inquiries working primarily in a reception area environment. Coordinate and manage the scheduling and reservation of conference and meeting rooms to ensure smooth operations.

• Prepare funding requests on behalf of case workers to support program needs.

• Maintain and update the internal administrative desk manual and internal procedures to keep procedures clear and current.

• Coordinate the ordering and upgrading of mobile devices for staff to maintain effective communication.

Minimum Qualifications

• 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:

• Experience organizing, prioritizing, and completing work accurately and consistently while maintaining attention to detail in a fast-paced or high-volume environment.

• Experience explaining rules, regulations and procedures for a program/service. Strong time management

• Experience with computers includes processing, entering and verifying detailed data. Creative, ambitious, intuitive, objective, thorough

• Experience communicating with and resolving conflicts/disputes with clients or customers/experience working with a diverse population

Attention all candidates! A COVER LETTER IS REQUIRED!

• Clearly describe how you meet the minimum qualifications and essential attributes in your application materials. Your application materials will determine if you are selected to move forward in the selection process. Please include detailed work and education history.

• Please make sure your application materials, resume and job history, are clearly outlined as this information will be used to determine your starting salary range. If you are selected as the final candidate and a degree is listed as a minimum qualification for the position, please be prepared to provide verification of your completed education before moving forward in the hiring process. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

• The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.

• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

Working Conditions

• Your work schedule will be 8:00 a.m. – 5:00 p.m., Monday – Friday Pacific Standard Time (PST). Occasional overtime may be available.

• Employees in these positions may be required to work a flexible work schedule as a condition of employment. This is understood to mean that the hours of work may vary and could include evenings and weekends under certain circumstances.

• This position is assigned to the Store Front Office incumbent who will be working in an office environment in person. The office is constructed of cubicles, so work is often interrupted, and noise levels are sometimes high.

• This position may be on the phone regularly or process work electronically. Work schedule specifics will be determined by the hiring supervisor.

• Travel may be required to meet business needs or to attend employee training classes.

• Must possess a valid driver's license and acceptable driving record to use state vehicles. Reasonable accommodation per the ADA or creative solutions in certain cases may be used to meet this need.

• This position requires a good attendance pattern and appropriate use of accrued paid leave to ensure workload coverage for vacations and other leaves, as well as acceptable customer service for the Oregonians we serve.

• You will interact with a wide range of people, including some who have experienced trauma and may exhibit challenges in controlling their emotions. 

• You may encounter stressful situations that require quick decision-making to ensure safety of yourself and others.  

• Fast paced environment with constantly evolving policies and procedures. Repetitive motions, prolonged sitting, and daily computer and technology use.

Background Checks and Requirements

• 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.

• Finalists must be cleared by the FBI Criminal Justice Information Services (CJIS) through a fingerprint-based criminal records check.

• Benefits

• • ODHS Employee Resource Group communities that promote shared learning.

  • Cost of Living Adjustments.

  • Annual salary increases (until you reach the top of the listed salary range).

  • Amazing benefits package.

  • Possible eligibility for the Public Service Loan Forgiveness Program.

  Employment Preference

  Veterans’ and Oregon National Guard preference:

  • Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.

  General Information

  • 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 salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%.

  Contact Information

  Please contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), and application or Job-specific questions.

  Please include the job requisition number: REQ-199708.

  • Recruiter: Adrian Ortiz

  • Email: [email protected]

  • Phone (call or text): 541-408-6557