Counselor Assistant (Administrative Specialist 1)

State of Oregon•Bend, OR

1d•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! Help strengthen pathways to meaningful employment for people across Oregon. As a Counselor Assistant (Administrative Specialist 1), you will support clients through key steps in their vocational rehabilitation journey, ensuring they feel supported, informed, and encouraged along the way. If you value work that relies on critical thinking, organization, and providing steady support to others, this position could be for you.

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.

Nice To Haves

Experience reviewing and verifying billing invoices and service payments for accuracy.
Experience handling confidential information while following organizational policies and ethical standards.
Experience completing technical and administrative tasks such as data entry, preparing documents, scheduling, or managing records.
Experience managing multiple tasks, deadlines, and stakeholders to complete work accurately and on time.
Experience taking initiative, independently reviewing information to determine next steps, and solving problems.

Responsibilities

Play a key role in supporting vocational rehabilitation services and ensuring clients have a positive experience.
Provide customer service by addressing client questions, resolving concerns, and sharing accurate, up‑to‑date information about VR services.
Assist clients throughout the application process, including gathering required information, scheduling appointments, and providing timely updates on their progress.
Prepare, organize, and maintain case files; review client records; monitor service activity; and support counselors and the Branch Manager with a variety of administrative tasks.
Manage purchasing and payment processes by coordinating with vendors, tracking expenses, and ensuring proper funding codes are used.
Maintain accurate databases and records, process file transfers, and ensure all documentation complies with state and federal requirements.
Coordinate day‑to‑day office operations, including staff scheduling, managing supplies and equipment, handling mail and email, and supporting opening and closing procedures.
Support effective office functions and business acumen by training new staff, assisting with hiring activities, supporting meetings, and participating in committees and improvement projects.