Counselor Assistant (Administrative Specialist 1)

State of Oregon

3d•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. Note: This position will receive a 2.5% Cost-of-Living Adjustment (COLA), which is not reflected in the salary listed in this posting. The increase will be effective February 1, 2026, and will be reflected in paychecks beginning March 1, 2026. Opportunity awaits! Oregon Vocational Rehabilitation in Tillamook is seeking a Counselor Assistant to join their team. The Counselor Assistant stands at the forefront, ensuring seamless support for colleagues and exceptional service for clients. In the fast-paced world of deadlines, your exceptional organizational skills and time management are not merely assets; they are essential lifelines that empower your team to thrive. If you are ready to ignite your career, we invite you to seize the moment and apply today! Summary of Duties Oregon Vocational Rehabilitation assists Oregonians with disabilities to achieve and maintain employment and independence. If you would like to know more about Vocational Rehabilitation, click the link below! ODHS Vocational Rehabilitation The Vocational Rehabilitation Counselor Assistant plays a vital role in assisting with the coordination between the consumer, VR counselor, Rehabilitation Supervisor, and community partnership to ensure quality and timely customer service delivery for individuals with disabilities. The primary purpose of this position is to provide direct consumer support, respond to client or provider complaints/concerns and fiscal authority and oversight. The Counselor Assistant also has strong knowledge of the state and federal law, reporting requirements, rules, regulations, policies, and procedures. The Counselor Assistant supports. As an Administrative Specialist you will: Support counselors in their role ensuring client services are being provided. Process records requests from multiple agencies in accordance with agency records policy and client’s privacy rights. Provide person centered direct support services to consumers with disabilities by assisting with completion of application forms, gathering information to assist in determining eligibility for VR services. Assist with scheduling/rescheduling evaluations. Routinely contact consumers by telephone, in writing and in person to provide follow-up services. Assist in the program’s case management system (ORCA), understanding of caseload management, budget and financial management. Complete exception requests/purchase orders with vendors and submit the required documentation to the Office of Contract and Procurement.

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.
Must possess a valid driver’s license and acceptable driving record.

Nice To Haves

Proven experience utilizing time management, organization, and prioritization skills to meet deadlines.
Experience communicating complex information verbally and in writing to people with diverse education, language, and cultural backgrounds through different platforms. (I.e., cell phone, email, in person).
Previous administrative experience to include managing a front desk, answering the phones, and providing administrative support to program staff.
Experience with bill paying, reviewing invoices and reconciling reports with accuracy.
Experience entering, updating and retrieving information in Database software in a timely and efficient manner.

Responsibilities

Support counselors in their role ensuring client services are being provided.
Process records requests from multiple agencies in accordance with agency records policy and client’s privacy rights.
Provide person centered direct support services to consumers with disabilities by assisting with completion of application forms, gathering information to assist in determining eligibility for VR services.
Assist with scheduling/rescheduling evaluations.
Routinely contact consumers by telephone, in writing and in person to provide follow-up services.
Assist in the program’s case management system (ORCA), understanding of caseload management, budget and financial management.
Complete exception requests/purchase orders with vendors and submit the required documentation to the Office of Contract and Procurement.