Business and Operations Support (Administrative Specialist 2) - #99631

Department of Human Services


Date: 04/19/2022 09:30 AM

City: Chiloquin, Oregon

Salary: $3,296 - $4,993 / month

Contract type: Full Time

Work schedule: Full Day

Initial Posting Date:
04/18/2022


Application Deadline:
05/02/2022


Agency:
Department of Human Services


Salary Range:
$3,296 - $4,993


Position Type:
Employee


Position Title:
Business and Operations Support (Administrative Specialist 2)


Job Description:



We want you to join our team!



Do you thrive in a fast-paced work environment where your team depends on you for tracking important and time sensitive data? Do you have excellent time management and organizational skills? If you answered yes, then we want to hear from you!



The Office of Self Sufficiency, which is a part of the Oregon Department of Human Services (ODHS), is looking for a talented individual to serve as a Business Operations Specialist in Klamath Falls. In this role you will be an integral part of the team by providing guidance to the support staff members while collaborating with local leadership on continuous improvement and business integrity projects



ODHS: A place to belong and make a difference!


When you join the ODHS team, you join a community of nearly 10,000 employees dedicated to serving Oregon’s most vulnerable populations


Our Mission is to help Oregonians in their own communities achieve wellbeing and independence through opportunities that protect, empower, respect choice and preserve dignity



We are committed 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.



We are committed to building an antiracist and equitable agency. 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



At ODHS you…



  • Find connections through Employee Resource Groups (ERGs); officially chartered groups organized around shared cultural identity(ies) to support historically underrepresented ODHS employees

  • Grow your career through free leadership training, ample career pathways and committee participation opportunities

  • Enjoy work/life balance, 11 paid holidays a year, flexible work schedules, some positions allow for remote work options and

    competitive benefits packages


  • To learn more about our agency,

    click here




What you will be doing:



  • Facilitate and update procedures for workplace incident response, evacuation drills, and other facility business operations in conjunction with business experts

  • Conduct and oversee audit reports that monitor procedural compliance including but not limited to receipting, database access, safety practices and position management

  • Provide recommendations to the local leadership team regarding audit reviews and general business operations and efficiencies

  • Serve as liaison for contractors, service requests and deliveries

  • Coordinate scheduling of training, conference rooms and large events

  • Provide mentoring to staff to support protocols and efficiencies using methods that foster a positive and safe learning environment

  • Provide project support and general coordination of solutions that support ongoing and newly recognized business operation needs

  • Engage in onboarding activities that welcome new staff to the office including assisting with introductions and welcome meeting presentations



Working conditions:



  • Contact with the public, including contact with and possibly de-escalating customers experiencing emotional and financial stress

  • Works in an integrated office environment where diverse programs, partners and staff create the work team

  • Experience high volume of computer work, using various computer programs in a fast-paced team environment

  • May require sitting at a terminal or telephone for prolonged periods of the workday

  • Priorities and procedures may change daily and requires the ability to be flexible in application of procedures

  • Work schedule is Monday – Friday, 8am to 5pm in the Klamath Falls store front office



Minimum Qualifications / What you need to qualify:



  • Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR

  • An equivalent combination of training and experience. (One year of postsecondary education may be substituted for up to one year of the experience.)



Essential attributes:



  • Customer service: Calm, professional communication skills to ensure quality internal and external customer service daily by telephone, in writing or in person. Ability to demonstrate active listening and compassion to serve diverse customer needs

  • Adaptable/ongoing learner: Demonstrated ability to apply lessons-learned to varying environments and situations; welcome constructive feedback and suggestions to strengthen work performance

  • Leadership: Demonstrated ability to increase employee engagement, support positive environments, motivate others to complete tasks and reach goals, exemplify the culture, delegate effectively and coach/mentor staff to achieve success

  • Effective decision-making: Ability to make decisions based upon a mixture of analysis, knowledge, experience and judgement in a timely manner. Apply both rational and creative processes to identify root cause. Regularly monitor implemented solutions to evaluate effectiveness and efficiency. Calculate and anticipate long-term consequences of a decision

  • Approachable/positive: Demonstrated commitment to developing relationships that establish trust, approachability and flexibility amongst individuals with diverse learning and communication styles. Inclusive and respectful of others’ contributions and ideas

  • Organizational skills: Ability to remain organized, have good time management skills, and prioritize work tasks and responsibilities appropriately in a fast paced, high productivity environment

  • Team oriented: Ability to effectively collaborate and thrive within a diversified team in a fast-paced work environment



You must clearly show that you meet the minimum qualifications and the essential attributes described above in your application or resume to be considered for an interview



Do you have bilingual skills in another language? If so, you are encouraged to apply! Bilingual differential pay is provided to positions that require the use of a language other than English to fulfill their job duties. Bilingual differential pay is 5% of the employee's base pay and is contingent upon passing test(s) evaluating your proficiency in another language. Please note, bilingual language skills are not required for this position



How to apply:


Your work history profile, cover letter and resume are the perfect opportunity to highlight your interest in the position and showcase the amazing skills and experience that make you the best candidate for the position



  • Please upload a resume or complete the work history profile.
    Note: Your resume may be uploaded in the
    Resume/CV
    field on the online application.

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

    video
    for help

  • Internal Applicants (Current State of Oregon employees): Apply via your employee Workday account. View this

    job aid
    for help

  • Veterans: If you are claiming Veterans Preference points, you will receive a task in your Workday account to provide military documents (if you have not already provided them). Please ensure to complete all tasks in Workday during the application process and upload your documents (DD214/Disability). For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application – instead, attach these documents when prompted to during the Workday task. For questions about documentation, please visit:

    Veterans Resources




Background checks:


Finalists 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



Additional information:



  • This recruitment may be used to fill future vacancies

  • May require a valid driver’s license or other acceptable method of transportation

  • This position is represented by the Service Employees International Union (SEIU)

  • In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. ODHS does not offer VISA sponsorship for this position

  • If you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contact our office at

    DHS.RECRUITMENT@dhsoha.state.or.us


  • Have questions about Workday, and want some tips on understanding the state application process? Check out this

    link


  • For questions about the job duties or application process, please contact

    alissa.walker@dhsoha.state.or.us
    . Please be sure to include the job requisition number

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