CSSU Administrative Specialist - #20101985

Department of Human Services


Date: Dec 8, 2021
City: Willamina, OR
Salary: $2,922 - $4,331 / month
Contract type: Full time
Department of Human Services

Initial Posting Date:

12/07/2021

Application Deadline:

12/20/2021

Agency:

Department of Human Services

Salary Range:

$2,922 - $4,331

Position Type:

Employee

Position Title:

CSSU Administrative Specialist (Administrative Specialist 1)

Job Description:

We want you to join our team!

Are you passionate about serving Oregon’s most vulnerable citizens? Are you an innovator, thrive in supporting multiple projects and staff and want to work on a supportive team that values diversity, compassion and humor? Then, we want to hear from you!

We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, and LGBTQIA+ community members. The strength of our agency lies in the diversity of our workforce and the perspectives our employees bring to their work at ODHS. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity

The Community Services and Supports Unit (CSSU) within the Aging and People with Disabilities Program (APD) , which is part of the Oregon Department of Human Services, is looking for talented individuals to serve as a CSSU Administrative Specialist (Administrative Specialist 1). In this role you will be responsible for all administrative tasks and program assistance to include administrative research, analysis, evaluation and/or data/fiscal analysis in support of CSSU, program analyst staff, and program managers who administer multiple federal grants and sub-grantee contracts, conduct program monitoring, establishing policy, administrative rule writing and providing technical assistance and training on a statewide basis to the Aging and Disability Resource Connection (ADRC)/Area Agency on Aging (AAA) network. Being a self-starter and a team player is critical for success in this role

OUR AGENCY MISSION

"To help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice and preserve dignity."

Equity is foundational to our role as a human services agency, and we are committed to integrating equity into all we do. The Equity North Star has four points that explain the agency's goals related to equity, inclusion, and racial justice

ABOUT THE PROGRAM

The ODHS Aging and People with Disabilities Program (APD) develops services, policies, and provides management and administrative oversight for programs that help seniors and people with physical disabilities live in their own communities. Programs within APD service adults with physical disabilities and seniors in need of preventive and long-term care services. APD oversees federal, state and local funding of statewide programs. APD staff work with other offices and units within ODHS, federal agencies, local partners, other states, legislators and advocates on an ongoing basis. APD programs are instrumental in meeting the overall goals and benchmarks for the ODHS mission and goals

The Community Service and Supports (CSS) Unit, Long-Term Services and Supports (LTSS) Section is within APD. Staff in this unit are responsible for developing programs, establishing policy, writing administrative rules and providing administrative oversight for programs which are implemented by the AAAs and ADRCs. Staff regularly work with Area Agencies on Aging (AAA), office of budget and financial services, Governor-appointed commissions, advocates, the Medicaid local office structure and the general public. Staff responsibilities include stakeholder engagement, legislative analysis, development of legislative concepts and preparing reports to the legislature upon request

WHAT YOU WILL BE DOING

You will:

  • Attend meetings to take/transcribe meeting notes

  • Schedule and provide support for meetings, conferences, workshops, travel, trainings and state-wide advisory groups

  • Monitor and update inventory of brochures, and other written materials and coordinate translation of materials into languages most spoken by consumers

  • Coordinate website updates

  • Organize internal files and folders (electronic)

  • Assist unit staff with administrative tasks as needed and available

  • Track and update all internal documents/lists/forms/team and partner calendars

  • Regularly work with ODHS Fiscal and Policy Analysis, ODHS Office of Accounting and ODHS Office of Contracts & Procurement

  • Provide technical assistance; respond to inquiries; interpret laws, policies and rules; and conduct research and investigations to resolve payment and other issues

  • Serve as the Sub-Administrator for ORACCESS/Mainframe security clearance and will review and approve security clearance for AAA staff

  • Assist with the development and coordination of the publication of program educational and outreach materials

WORKING CONDITIONS

  • The position has the option for telework however, would require the applicant to come into the office once a week. Details to be finalized upon hire

  • There is extensive use of computer and telephone

  • Must be able to lift and/or move boxes of training materials when/if needed

  • The ability to maintain a good working relationship with other employees within the unit, and outside providers

  • Occasional travel to meetings outside of the work unit

WHATS IN IT FOR YOU

  • When you join the ODHS, you join a community of nearly 10,000 employees dedicated to serving all Oregonians

  • You can find connections through an Employee Resource Groups (ERGs) which are voluntary, employee-driven committees that support each other as well as the ODHS overall mission. ERG’s are an officially chartered group organized around shared cultural identity(ies) to support historically underrepresented ODHS employees and/or under and/or over-represented client populations

  • You can grow your career and develop professionally through ample training and committee participation opportunities

  • You also have access to the State of Oregon’s excellent benefits, including low-cost, high-coverage health insurance , generous time-off, and a competitive retirement plan

THIS IS WHAT YOU NEED TO QUALIFY:

The State of Oregon requires all executive branch employees to complete their COVID-19 vaccination series or have an approved exception to the requirement due to a medical condition or sincerely held religious belief. Successful candidates for this position must submit vaccination documentation or be approved for an exception prior to their first day of employment. Failure to provide proof of full documentation or receipt of an approved exception will lead to withdrawal of the job offer. For more information, visit our policy listed here

Three years of clerical/secretarial experience that included:

  • Two years at a full performance level performing typing, word processing, or other generation of documents AND

  • Lead work responsibility or coordination of office procedures

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience




No substitution will be made for the two years at the full performance level

The most qualified candidates will possess the following essential skills, and areas of experience as they relate to the position

  • Experience taking/transcribing meeting notes (recording or captioning will be available)

  • Excellent communication skills both verbally and in writing (grammar and accuracy)

  • Ability to multi-task competing priorities while supporting multiple staff and/or current projects

  • Highly skilled in Microsoft Excel and other MS Office Programs

  • Ability and willingness to learn the state office processes and procedures

  • Organized and able to manage time efficiently and effectively

  • Self-Motivated / Self-Starter and an innovative thinker

  • Customer service oriented who consistently treats customers, stakeholders, partners and co-workers with dignity and respect; additionally, demonstrating recognition of the value of individual cultural differences

ADDITIONAL REQUIREMENTS:

Successful candidates for this position will be subject to a computerized criminal history and abuse check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment

HOW TO APPLY

***If you are a current State of Oregon employee, you must apply through your employee Workday profile

External Applicants : Click on the “Apply” button and submit your application. View this video for help

Internal Applicants (this includes Current State of Oregon employees): Apply via your employee Workday account. View this job aid for help

  • Please ensure you have uploaded your Resume (No more than 1 page, front and back) and/or your workday work history is updated to show how you meet the qualifications of this job

  • After you submit your application, be sure to respond to the public records request (PRR) authorization and gender identity question. This screen will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox

  • If you are a veteran , the task to claim preference will come after the PRR and gender identity tasks

  • Veterans - For privacy reasons , please do not attach your DD214/DD215/civil service preference letter to your application or combine it with any other required document attachments. We will ask you for your documents later in the process. (Please see below in Helpful Information)

ADDITIONAL INFORMATION:

  • This position is represented by the Service Employees International Union (SEIU)
  • This recruitment may be used to fill future vacancies
  • Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time
  • For questions about the job duties or application process, please contact rochelle.m.peters@dhsoha.state.or.us . Please be sure to include the job requisition number
  • If you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contact our ADA Office at DHS.RECRUITMENT@dhsoha.state.or.us

ODHS commits to inclusive excellence by advancing equity and diversity in all that we do. We are an affirmative Action/Equal Opportunity employer and encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA+ community members, and others to help us achieve our vision of a diverse and inclusive community.

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