Administrative Specialist 1 (Administrative Specialist 1)

State of Oregon•Tigard, OR

4d•$3,798 - $5,193•Onsite

About The Position

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! Do you enjoy collaboration? Do you pride yourself on your patience, empathy and active listening? Do you approach challenges with positivity and creativity? If yes, this opportunity may be for you! We are currently seeking an Administrative Specialist 1; you will join our Aging & People with Disabilities (APD) team in our office in Tigard, Oregon. Summary of Duties Our vision is that Oregon’s older adults, people with disabilities and their families experience person-centered services, supports and early interventions that are innovative and help maintain independence, promote safety and well-being, honor choice, respect cultural preferences and uphold dignity. The services provided help people access the supports they need to live their best lives — in the communities they choose and at every stage of life. Learn more about our programs, as your work providing services will be through the Aging & People with Disabilities Programs (APD).

Requirements

A valid driver’s license and acceptable driving record are required for this position.
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.
Proficient in Microsoft Office Suite and other agency-specific software for scheduling, data entry, documentation, and internal communication, supporting smooth office operations and client service delivery.
Demonstrated strong organizational and time management skills, ensuring timely completion of tasks and priorities.
Experience adjusting workflows, priorities, or approaches in response to new information or organizational direction.
Demonstrated experience maintaining a professional demeanor, treating colleagues and partners with courtesy, dignity, and respect.
Demonstrated ability to work collaboratively and contribute effectively within team environments.
Consistent attendance is essential.
Flexibility/adaptability is essential due to a changing environment with regular policy, program, and technical adjustments.

Nice To Haves

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 upload a resume or complete the work history profile. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
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.
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.
Day travel may be required regularly within the service area.
Some overnight travel may be required for training.
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.
Driver Record Screening: As part of the pre-employment background check, applicants may be asked to complete a driving record review. A driving record that does not meet agency standards will not, by itself, disqualify an applicant from employment when driving is not an essential function of the position.

Responsibilities

Provide administrative support to all supervisors and managers, ensuring seamless day-to-day operations.
Coordinate and oversee support staff workflows, assigning tasks to ensure well-trained backup is always available.
Maintain deep knowledge of support staff roles, offering training, feedback, and occasional backup assistance as needed.
Develop and implement customer service goals and procedures, shaping internal forms, workflows, and controls.
Monitor and enhance customer service performance, addressing inquiries, complaints, and assisting everyone who calls Oregon home.
Lead and facilitate team discussions, meetings, and training sessions, fostering a collaborative and well-informed support staff.
Oversee and track financial instruments, including Oregon Trail cards, SPOTS VISA, parking permits, and cash receipts, ensuring proper handling and accountability.