Administrative Specialist 1 - Limited Duration (3 Positions)

State of Oregon

1d • Hybrid

About The Position

The Oregon Bureau of Labor and Industries (BOLI), Civil Rights Division, is hiring for three Administrative Specialist 1 (AS1) Limited Duration positions, expected to last through June 30, 2027. These full-time, classified, SEIU-represented hybrid roles provide essential administrative support to the Civil Rights Division. Key functions include serving as the initial public contact, coordinating intake processes for complaints, and maintaining accurate case records. The specialists ensure the public receives clear information regarding civil rights laws and complaint procedures, facilitating timely and accurate case processing in line with agency requirements. Successful candidates can work from Portland, Salem, or Eugene offices, with weekly in-person requirements for meetings, site visits, and other in-office responsibilities. Fluency in Spanish is preferred, with a 5% bilingual pay differential available upon successful completion of a bilingual assessment.

Requirements

• 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.

Nice To Haves

• Experience providing customer service in a high-volume, virtual and public-facing environment.
• Experience interpreting and applying procedures, and reviewing documents/forms for accuracy, completeness, and compliance.
• Data entry experience with accurate record maintenance in databases and/or case management systems.
• Experience processing administrative workflows (intake, case tracking, correspondence).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and electronic records systems.
• Experience handling confidential or sensitive information in compliance with policies and regulations.
• Ability to follow detailed procedures with high accuracy in documentation and data entry.
• Bilingual proficiency (English/Spanish) preferred for communicating with diverse populations.

Responsibilities

• Serve as a primary point of contact for the public by responding to phone calls, emails, and in-person inquiries.
• Provide information about civil rights laws, complaint processes, and agency services using established guidelines and reference materials.
• Review and process incoming complaints and questionnaires to ensure completeness and eligibility for formal intake.
• Assist individuals in completing required forms and understanding intake requirements.
• Coordinate intake activities by routing, tracking, and documenting submissions in accordance with procedures.
• Enter and maintain accurate case information in the case management system, including complaint data and supporting documentation.
• Process case openings, closures, and correspondence, ensuring timely and accurate notification to all parties.
• Support co-filing and case coordination with partner agencies such as EEOC and OSHA, including data entry and document management.
• Maintain organized records and ensure all documentation meets records management and procedural standards.
• Escalate complex or non-routine inquiries to appropriate staff or divisions.
• Provide general administrative support, including mail handling, front desk coverage, and supply coordination.

Benefits

• Work/life balance, vacation, sick leave, 11 paid holidays a year, and personal days off
• Competitive benefits package including medical, vision, and dental
• Pension and retirement programs
• Employee Resources
• Advancement opportunity within BOLI and other State agencies
• Opportunity to expand your technical and professional skills
• Work with others who are passionate about public service
• Make a difference in the lives of Oregonians
• Possible eligibility for the Public Service Loan Forgiveness Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree