Support Services Specialist (Office Specialist 1) - Bilingual English/Spanish Encouraged

State of Oregon

2d • Onsite

About The Position

The Oregon Department of Justice’s Administrative Services Division (ASD) is seeking to hire an enthusiastic, service-minded individual whose background demonstrates experience performing a wide variety of office support service functions and an ability to deliver professional person-centered customer service to join our Office Support Services Team, as a Support Services Specialist (Office Specialist 1). Our Support Service Specialists act as first point of contact for external customers conducting business with the office and work collaboratively to provide essential office support services to the personnel performing time sensitive program related services in the office and throughout the Department. Core skills to be successful in this position include professionalism, customer service, teamwork, interpersonal communications, attention to detail, situational awareness, dependability, multi-tasking, and the ability to assimilate information and solve problems. The ability to speak fluently in English and Spanish is a plus! This opportunity will provide you with experience to grow within the Department of Justice and expand your career path. You will find that we embrace inclusive and supportive work environments and respect the diverse perspectives, knowledge, and experiences of our coworkers and those seeking to join the organization. We strive to build an inclusive and performance-oriented workplace where all individuals are welcome and appreciated, leading to increasingly higher levels of fulfillment and success. Apply today! Primary Duties (in part) In this position, you will act as first point of contact for internal and external customers conducting business in the Portland Legal office and throughout the Department. This is a fully in-office position. The office is open Monday-Friday 8:00 am – 5:00 pm.

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.
• Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)
• AND Have and maintain valid drivers' license and acceptable driving record.
• This position will be required to obtain a Notary Public commission within six months of being hired and will maintain the commission throughout the duration of this appointment.

Nice To Haves

• Professional verbal and interpersonal bilingual (English and Spanish only) communication skills is preferred. Preference may be given to qualified applicants able to read, speak, and translate Spanish/English and English/Spanish. If you have Spanish/English language skills, please be sure to make note of it in your on-line job application. There is a monthly bilingual pay differential of 5% over the base rate of pay for positions requiring the use of bilingual skills in the performance of their duties.
• Recent experience and/or training operating a multi-line reception switchboard that clearly demonstrates advanced in-person and written communication skills and professional-level customer service experience, preferably in a government or non-sales related business setting.
• Recent experience and/or training operating surveillance systems, CCTV systems, or access control systems, preferably in a government or business setting.
• Experience exercising judgment and handling confidential and/or sensitive business information.
• Experience handling stressful, busy situations and dealing with frustrated or hostile people on the phone and in person.
• Demonstrated ability to prioritize deadlines, frequently with short notice, and handle multiple tasks with limited supervision.
• Reliability, dependability, and accountability.
• Experience performing clerical work with a variety of software programs.
• Knowledge of legal terminology is preferred.
• Valid CPR/AED/First Aid Certificate is preferred.
• Illustrated through in-depth employment and reference checks and application material.

Responsibilities

• Perform reception service functions; to include operation of a multi-line reception switchboard to screen and transfer calls to appropriate program hotlines, personnel, or programs, provide contact information for appropriate external resources or agency programs and screen and assist the public, federal, state, and local agency partners and the vendors, service technicians and delivery personnel conducting business in the office.
• Perform access control and security functions, to include identity verification, the escort of external visitors within the access-control secured work environment and the use of software and access control system equipment to monitor and transmit information about access point security.
• Perform clerical and administrative functions; to include the collection of service delivery production data, the notarizing of legal documents (upon successful completion of notary training and exam), the photocopying and scanning of confidential documents, the preparation of event attendee documents, and the delivery of time-sensitive or confidential letters, legal documents, records or files to external sources for agency programs.
• Perform mail processing functions; to include the operation of postal equipment, collection and same day preparation of outbound interagency, postal, and express delivery mail and parcels and receipt, visual security screening, same day sort, and distribution of inbound interagency and direct postal, express and courier service delivered mail, and parcels.
• Perform general office support functions, to include the transport of leased state cars to and from commercial vendors for routine repair and maintenance and the configuration of conference rooms and special use spaces for events to include operation of electronic room partitions and set up of audio/visual equipment.

Benefits

• Permanent, full-time employment.
• Vacation, sick leave, 11 paid holidays a year, and special days off.
• Excellent medical, dental, and vision benefits.
• Pension and retirement programs.
• Endless peer and management support, and representation by the Service Employees International Union (SEIU).
• Opportunity to expand your professional skills.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed