Receptionist (Office Specialist 1) - Crime Victim and Survivor Services Division

State of Oregon•Salem, OR

1d•$3,515 - $4,312•Onsite

About The Position

The Oregon Department of Justice (DOJ) – Crime Victim and Survivor Services Division (CVSSD) is seeking a customer service focus individual to join our team as a Receptionist (Office Specialist 1) in the Support Services Section. The CVSSD Support Services Section consists of the Reception Desk as well as the Address Confidentiality Program (ACP) and Hope Card Program. ACP allows victims of domestic violence, sexual assault, stalking and human trafficking to use a DOJ post office box which enables them to keep their address confidential. The Hope Card Program facilitates distribution of identification cards for those with restraining or no-contact orders. In this role, you will provide a wide variety of reception and clerical support functions to the Crime Victim and Survivor Services Division to support the work of the division.

Requirements

One year of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR An equivalent combination of experience and college coursework or training in a general office occupation; AND Must be bilingual in Spanish.

Nice To Haves

Effective use of databases.
Proficient experience with MS Suite.
Strong customer service skills.
Ability to recognize a crisis situation.
Strong written and verbal communication skills.
Strong attention to detail.
Ability to maintain confidentiality.
Ability to work and interact with diverse people.
Self-motivated with strong work ethic.

Responsibilities

Serves as CVSSD’ in-office receptionist.
Handles receptionist duties of telephone calls, and in person visits, offering basic information regarding the services of the Crime Victim and Survivor Services Division and referring calls to appropriate staff as requested or needed.
Receives and directs visitors to the correct staff members.
Receives calls on multi-line telephone, directs calls to the appropriate person regarding program information in response to applicants, public inquiries, or official agency requests.
Keeps current on changes in section staff assignments, major program changes and procedures to assure accurate response and routing of requests from callers and walk-in clients.
Processes and scans daily mail (medical assessments, police and DHS reports, bills and chart notes) and saves to appropriate claim.
Uses Claim Management System (CMS) to retrieve claim numbers so that mail can be routed to the appropriate claim.
Responsible for all faxes and emails received by CVSSD and routes them to appropriate staff or claim.
Save documents received into Alfresco after verifying between regular and priority.
Assists with purchasing in OregonBuys.
Arrange lodging and rental car reservations using division Spots card
Provides ACP support, publication shipping and documentation, maintains threats tracking, assistance with special projects, and other duties as assigned.
Other duties as assigned.