Front Desk Administrative Assistant (Administrative Specialist 1) | Part-time 20 hrs/week

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The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to help us achieve our vision of a diverse and inclusive community.

Opportunity awaits! Your work matters here—build a career that uplifts and empowers others. Here, every phone call you answer, every form you process, and every conversation you support is part of something bigger: helping individuals with disabilities achieve their goals. It’s not just a job—it’s a calling.

Oregon Vocational Rehabilitation assists Oregonians with disabilities to achieve and maintain employment and independence.

Services include:

• Vocational Counseling and Guidance

• Evaluation

• Physical Restoration

• Vocational and other training services

• Information and referral

• Job Development and Job Search Assistance

VR is a state and federally funded program that works in partnership with the community and with business to develop employment opportunities for people who have disabilities. VR programs are custom designed for each individual. VR consists of approximately 290 employees in offices throughout Oregon.

Become a part of our Vocational Rehabilitation Delivery team as a Front Desk Administrative Assistant, where you will provide direct consumer support services to a team of Vocational Rehabilitation counselors and Branch Managers by performing technical casework assistant tasks.

We are looking for a Front Desk Administrative Assistant (Administrative Specialist 1) | Part-time 20hrs/week | Bilingual English/Spanish and/or sign language preferred – not required to join our dedicated VR Delivery | Branch 09 (South Salem) in Salem, Oregon.

Part-time Information:

• This is a part-time position scheduled to work 20 hours per week.

• The monthly salary range will be prorated (the salary range listed above on the job announcement is for a full-time position).

• Part-time employees are eligible for benefits at a prorated rate.

• Part-time employees are paid on an hourly basis; the benefits and the holidays will be pro-rated depending on the schedule worked.

Work Schedule:

• Monday: 1:00pm – 5:00 pm

• Tuesday: 8:00 am – 12:00 pm

• Wednesday: 1:00 pm – 5:00 pm

• Thursday: 1:00 – 5:00 pm

• Friday 1:00 -5:00 pm

Note: These hours are not negotiable.

Together, we can create lasting change!

Summary of Duties

As a Front Desk Administrative Assistant, your responsibilities will include:

• Welcoming and assisting clients as they arrive 

• Managing incoming and outgoing phone communications 

• Gathering and processing necessary client paperwork 

• Securing signatures on required documentation 

• Verifying client identification during item pickups 

• Providing general administrative support and completing tasks as assigned 

Minimum Qualifications

• 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

We are looking for candidates with:

• Experience in customer service and the ability to de-escalate clients when needed.

• Experience providing clerical functions at a technical or secretarial support level.

• Experience working in a team environment to ensure completion of projects and assignments.

• Experience with billing invoices and receiving payments for client services.

• Experience maintaining a high degree of integrity with regards to ethics and respect for confidentiality.

Attention all candidates! Clearly describe how you meet the minimum qualifications and essential attributes in your application materials. Your application materials will determine if you are selected to move forward in the selection process. Please include detailed work and education history.

• Please make sure your application materials, including your resume and job history (with clear start and end dates for each role), as well as your completed graduation date, are clearly outlined as this information will be used to determine your starting salary range. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

• Important: Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit additional information after initial application.

• The use of outside resources such as Artificial Intelligence (AI) software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.

• The job posting closes at 11:59 PM (PDT/PST) on the close date. Immediately after you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference. These questions are necessary to complete the application process.

Working Conditions

• Work Locations: South Salem (Branch 09) Vocational Rehabilitation Office.

• Work Hours: This is a part-time position scheduled to work 20 hours per week. These hours are not negotiable.

• Monday: 1:00pm – 5:00 pm

• Tuesday: 8:00 am – 12:00 pm

• Wednesday: 1:00 pm – 5:00 pm

• Thursday: 1:00 – 5:00 pm

• Friday 1:00 -5:00 pm

• Travel Requirements: This position involves frequent local and occasional out-of-town travel. A valid driver’s license and an acceptable driving record are required to operate a state vehicle. Reasonable accommodations or alternative arrangements may be provided in accordance with the ADA.

• Engage daily with a diverse population of individuals experiencing physical, mental, and/or emotional disabilities.

• Work in an environment with frequent interruptions due to phone calls, and staff or client needs.

• Must have the ability to prioritize and work under critical timelines.

• May engage with individuals facing emotional distress or exhibiting behavioral or cognitive difficulties.

Background Checks and Requirements

• If selected as a finalist, we will conduct a criminal history and background check. Adverse criminal history or background check may lead to disqualification. Additional background check information.

• The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.

• Finalists must be cleared by the FBI Criminal Justice Information Services (CJIS) through a fingerprint-based criminal records check. 

• A valid driver’s license and acceptable driving record are required for this position.  

Benefits

• ODHS Employee Resource Group communities that promote shared learning.

• Cost of Living Adjustments.

• Annual salary increases (until you reach the top of the listed salary range).

• Amazing benefits package.

• Possible eligibility for the Public Service Loan Forgiveness Program.

Employment Preference

Veterans’ preference:

• Veterans’ preference information.

• How to submit your Veteran documents for preference. Please do not attach your Veterans’ preference documentation in the Resume/CV field of your application.

General Information

• This is a permanent, part-time position and is represented by the Service Employees International Union (SEIU).  

• This recruitment may be used to fill future vacancies in the same classification.

Contact Information

We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.

• The recruiter for this position is Nadja Rue. If you contact the recruiter, please include the job requisition number: REQ-181514.