Front Desk Specialist (Office Specialist 2)

State of Oregon•Astoria, NY

5d•Hybrid

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! Would you enjoy collaborating with several different parties? Are you skilled in tracking multiple things at once? Would you be interested in joining a diverse team that is dedicated to serving children, families, and communities? If so, apply today to be a Front Desk Specialist (Office Specialist 2) in Astoria. Summary of Duties As an employee working within the Child Welfare Program, you will have an opportunity to make a meaningful difference in the lives of Oregon’s most vulnerable children and families. Your dedication will help us achieve the Child Welfare Vision for Transformation that will support children and young adults to be safer, healthier, experience less trauma and achieve a greater well-being. As a Front Desk Specialist, you will: Provide essential administrative support to caseworkers and unit supervisors within the Child Welfare agency, assisting casework and management units across various disciplines, and maintain order in the lobby area following office policies and guidelines. Answer phone calls, address inquiries, coordinate schedules, and guide individuals to appropriate services, resources, and community partners. Ensures compliance with State and Federal laws, by coordinating timely production of payments, policy compliance, forms, and letters in alignment with ODHS policies. Handle a substantial volume of administrative documentation and electronic data entry, including filing documents into case files, closing, and transferring cases, creating case and assessment files, and managing personnel records. Support data entry and uploads in both OR-Kids and local file/ spreadsheets -Request records which may include, but is not limited to police reports, out of state histories, court records, physical or mental health records. Actively seeks to provide culturally appropriate services, respecting the worth of diverse individuals and communities.

Requirements

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents.
An associate degree in any field.
An equivalent combination of education and experience.
Strong verbal and written communication skills and customer service skills
Experience using various computer systems or databases, including Microsoft 365 programs.
Experience using organizational skills, prioritization, and time management to meet deadlines and complete tasks in a fast-paced environment.
Experience handling and maintaining confidential information.
Experience conducting work as part of a team and individually.
A valid driver’s license and acceptable driving record are required for this position.

Responsibilities

Provide essential administrative support to caseworkers and unit supervisors within the Child Welfare agency, assisting casework and management units across various disciplines, and maintain order in the lobby area following office policies and guidelines.
Answer phone calls, address inquiries, coordinate schedules, and guide individuals to appropriate services, resources, and community partners.
Ensures compliance with State and Federal laws, by coordinating timely production of payments, policy compliance, forms, and letters in alignment with ODHS policies.
Handle a substantial volume of administrative documentation and electronic data entry, including filing documents into case files, closing, and transferring cases, creating case and assessment files, and managing personnel records.
Support data entry and uploads in both OR-Kids and local file/ spreadsheets.
Request records which may include, but is not limited to police reports, out of state histories, court records, physical or mental health records.
Actively seeks to provide culturally appropriate services, respecting the worth of diverse individuals and communities.
Complete Notary training provided by ODHS and maintain detailed records of all notary activities in line with training provided.