Administrative Specialist 1 (Administrative Specialist 1)

About the role

The Oregon Department of Human Services seeks an Administrative Specialist 1 to join the Aging & People with Disabilities (APD) team in Tigard, Oregon. This position provides administrative support to supervisors and managers, coordinates workflows, develops customer service goals, and oversees financial instruments.

Responsibilities

• Provide administrative support to all supervisors and managers, ensuring seamless day-to-day operations.
• Cook up and oversee support staff workflows, assigning tasks to ensure well-trained backup is always available.
• Maintain deep knowledge of support staff roles, offering training, feedback, and occasional backup assistance as needed.
• Develop and implement customer service goals and procedures, shaping internal forms, workflows, and controls.
• Monitor and enhance customer service performance, addressing inquiries, complaints, and assisting everyone who calls Oregon home.
• Lead and facilitate team discussions, meetings, and training sessions, fostering a collaborative and well-informed support staff.
• Oversee and track financial instruments, including Oregon Trail cards, SPOTS VISA, parking permits, and cash receipts, ensuring proper handling and accountability.

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.

Essential Attributes

• Proficient in Microsoft Office Suite and other agency-specific software for scheduling, data entry, documentation, and internal communication, supporting smooth office operations and client service delivery.
• Demonstrated strong organizational and time management skills, ensuring timely completion of tasks and priorities.
• Experience adjusting workflows, priorities, or approaches in response to new information or organizational direction.
• Demonstrated experience maintaining a professional demeanor, treating colleagues and partners with courtesy, dignity, and respect.
• Demonstrated ability to work collaboratively and contribute effectively within team environments.