Office Coordinator (Office Specialist 2)
About The Position
The Office of the Long-Term Care Ombudsman protects the rights, dignity, and well‑being of individuals living in long‑term care and residential facilities. We respond to concerns from residents, families, caregivers, and community members—and we work to ensure Oregonians living in long‑term care are treated with respect. We are seeking a calm, reliable, and highly organized Office Coordinator who will serve as the agency’s primary point of contact and the first voice people hear when reaching out for help. This is meaningful, mission‑driven work supporting a small, dedicated team that is deeply committed to advocacy and equity.
Requirements
- Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR An associate degree in any field; OR An equivalent combination of education and experience.
- Demonstrated ability to communicate clearly and professionally in both verbal and written formats.
- Ability to remain calm, empathetic, and professional during emotionally sensitive interactions, while maintaining confidentiality and sound judgment.
- Proven organizational skills, including accurate recordkeeping, attention to detail, timely follow‑through, and the ability to prioritize tasks in a fast‑paced environment with frequent interruptions.
- Demonstrated reliability and teamwork, including consistent attendance, the ability to work independently with minimal supervision, and experience contributing to a collaborative work environment.
- Employee is required to possess and maintain a valid driver’s license issued by the state where the employee resides.
Nice To Haves
- Experience working with Apple Mac computers and macOS, and proficiency with Microsoft 365 tools (Teams, SharePoint, Outlook, Word, Excel, PowerPoint, and Copilot).
- Experience with FileMaker Pro or ability to quickly learn.
Responsibilities
- Serve as the first point of contact for callers seeking information, resources, or help with concerns about long‑term care, offering clear and supportive guidance.
- Enter and triage case information in our Mac‑based FileMaker Pro system and escalate urgent situations to a Deputy Ombudsman when needed.
- Provide essential administrative support by managing mail, faxes, voicemail, filing systems, scheduling, supply ordering, and coordination of meetings and travel.
- Draft and format correspondence, memos, and reports to support agency operations.
Benefits
- Comprehensive Health Coverage: Low-cost medical, vision, and dental plans for you and your family.
- Additional benefits include life insurance, short- and long-term disability, deferred compensation savings plans, and flexible spending accounts for health and childcare.
- Generous Paid Time Off: 11 holidays, 3 personal business days, monthly sick leave and vacation leave that increases with years of service.
- Retirement Benefits: Membership in Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
- Wellness Resources: Support for work-life balance, health, and overall well-being.
- Career Development: Opportunities for professional growth and advancement.
- Commuting: Access to Get There - Oregon’s carpool matching tool and trip planner.
- Student Loan Forgiveness: Potential eligibility for the Public Service Loan Forgiveness (PSLF) program.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
