Administrative Specialist 1

Initial posting: 08/05/2026 • Application deadline: 08/12/2026

About the role

The Oregon Department of Human Services is guided by its Equity North Star and vision for a positive RiSE organizational culture that advances equity and diversity. As an Administrative Specialist, you will help Oregon’s older adults, people with disabilities, and their families access innovative, person-centered services and support that uphold dignity, promote independence, and respect cultural preferences.

Responsibilities

• Direct and assign support staff work to ensure adequately trained backup is available for day-to-day support functions.
• Provide extensive support to supervisors and managers within the agency.
• Oversee purchasing, contracting, and accounts payable of supplies, equipment, and services, including requesting funds and supplies for the postage machine.
• Conduct new employee orientation, covering new hire packets, DHS general and administrative policies, and onboarding procedures.
• Maintain knowledge of support staff duties to provide training, feedback, and limited back-up support.
• Monitor operation and maintenance of the state vehicle pool, including tracking maintenance, service, mileage, and ensuring vehicles are equipped with necessary accessories.
• Serve as Home Care Worker Clerk for Client Employed Providers (CEP), creating and organizing files, sending orientation letters, preparing packets, processing and tracking CEP applications, lost check affidavits, managing the Home Care Worker registry, verifying CEP employment and unemployment claims, and weekly staffing.
• Manage pending entries in the Provider Time Capture (PTC) program and resolve time entry issues.
• Process background checks in Orchards and maintain “Qualified Entity Designee” (QED) authorization.

Requirements

• 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.

Skills

• Ability to independently assess situations and determine appropriate courses of action for interpreting and following administrative guidelines.
• Experience navigating specialized programs, operations, and applicable policies and procedures.
• Experience using tools to manage and prioritize conflicting deadlines in a high-volume workload.
• Experience collecting, organizing, and reporting data in both narrative and statistical formats.
• Ability to multitask while working with multiple computer programs simultaneously.

Working Conditions

• Work is conducted in office settings, participants’ homes, and other community sites.
• Standard schedule: Monday–Friday, 8:00 am to 5:00 pm, with occasional compensated overtime during evenings and weekends as needed.
• Majority of work involves long periods of sitting for data entry, desk-side tasks, phone interviewing, and document reviews.
• Daily use of a computer, keyboard, and monitor is required.
• Must possess and maintain an Oregon Driver’s license with an acceptable driving record or have reliable alternative transportation.
• Frequent travel is required, including some trips hours away and in hazardous weather conditions.
• Interaction with individuals who may have experienced trauma and exhibit challenges in controlling emotions.
• Handling sensitive topics related to trauma, abuse, and crises, requiring a trauma-informed approach.

Background Checks

If selected as a finalist, a criminal history and background check will be conducted. Adverse results may lead to disqualification. The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you must complete the US Department of Homeland Security’s I-9 form confirming work authorization. ODHS uses E-Verify to confirm work eligibility in the United States.

Benefits

• ODHS Employee Resource Group communities that promote shared learning.
• Cost of Living Adjustments.
• Annual salary increases (until reaching the top of the listed salary range).
• Comprehensive benefits package.
• Possible eligibility for the Public Service Loan Forgiveness Program.

Pay

$3,798 – $5,193 per month.

Schedule

Full-time, permanent position represented by the Service Employees International Union (SEIU). This recruitment may be used to fill future vacancies in the same classification.