Initial Posting Date:

12/27/2024

Application Deadline:

01/03/2025

Agency:

Oregon Health Authority

Salary Range:

$3,218 - $4,338

Position Type:

Employee

Position Title:

Office Specialist 2 (Hybrid)

Job Description:

The Oregon Health Authority (OHA), Public Health Division (PHD), Center for Health Protection, Environmental Public Health (EPH) Section, Food, Pool & Lodging Health & Safety Program (FPLHS) unit in Portland, Oregon has a fantastic career opportunity for an Office Specialist 2 to provide a variety of administrative, general office, reception and record processing support for the FPLHS within the Environmental Public Health Section of the Center for Health Protection.

This is a full-time, permanent, classified position which is represented by a union.

This recruitment may be used to establish a list of qualified candidates to fill current or future vacancies.

OHA values service excellence, leadership, integrity, health equity and partnership and has a strategic goal to end all health inequities by 2030.

The OHA mission is helping people and communities achieve optimum physical, mental, and social well-being through partnership, prevention and access to quality, affordable health care. OHA’s work is organized into three broad goals: Improve the lifelong health of all Oregonians, increase the quality, reliability, and availability of care for all Oregonians and lower or contain the cost of care so it is affordable to everyone.

What will you do?
As the Office Specialist 2 you will prepare supply orders and procure office and program supplies and services. Organize and maintain filing systems in paper and/or electronic formats. Respond to general inquiries in verbal and written format (requires general knowledge of agency operations.) Maintain program websites.

Provide direct support to program manager with the preparation of letters, reports, filing systems. Assist the Program Manager scheduling meetings and managing calendars. Provide logistical support for meetings and related activities.

Enter data into database systems for FPLHS programs as needed. Review documents for accuracy and completeness. Add, delete, or change information on manual or computerized systems to maintain accurate, complete, and current information. Exercise judgment in determining actions necessary to obtain missing information or to correct information. Contact agency staff, other agencies, or the general public in person, in writing, or by telephone to obtain information to complete processing of documents.

What's in it for you?

The public health division is a team of passionate individuals working to promote health across the lifespan of individuals, families, and communities. We value and support unique perspectives using a trauma-informed approach and aim to reflect these values in our hiring practices, professional development, and workplace. We are committed to racial equity as a driving factor to improve health outcomes for all communities that experience inequities.

• We offer exceptional medical, vision and dental benefit packages for you and your qualified family members with minimal out-of-pocket costs (member cost share is as low as 1% - 5%). Try this free virtual benefits counselor by clicking here: https://www.oregon.gov/oha/pebb/pages/alex.aspx
• Paid Leave Days:
  • 11 paid holidays each year.
  • 3 additional paid personal business days each year.
  • 8 hours of paid sick leave accrued each month.
  • 8 hours of vacation leave accrued each month with increases every 5 years.
• Pension and Retirement plans. After six months of service, you may qualify for the Public Employee Retirement System (PERS). New employees may be enrolled in the Oregon Public Service Retirement Plan (OPSRP).
• Student Loan Forgiveness; Public Service Loan Forgiveness (PSLF) opportunity. The PSLF program may forgive student loan balances after you’ve made the equivalent of 120 qualifying monthly payments.
• Optional benefits include short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses.
• Continuous growth and development opportunities.
• Click here to learn more and access a summary of State of Oregon benefits.

The Oregon Health Authority is committed to:

• Eliminating health inequities in Oregon by 2030
• Becoming an anti-racist organization
• Developing and promoting culturally and linguistically appropriate programs, and
• Developing and retaining a diverse, inclusive, and equitable workforce that represents the diversity, cultures, strengths, and values of the people of Oregon.

Minimum Qualifications:

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR

An associate degree in any field; OR

An equivalent combination of education and experience.

Desired Attributes:

Preference will be given to applicants with Environmental Health licensing software experience as well as those familiar with triaging and routing Environmental Health phone calls.

The work of this position requires a physical presence in the office to handle mail and deliveries, produce and process hard copy documentation and generate certifications. Other activities such as data entry or responding to emails can be done remotely.

Rigorous adherence to the highest standards of confidentiality regarding patient information is required. The person in this position will need to communicate well (verbal, written, and interpersonal) and share duties with other clerical staff as well as program staff. Good team building skills and the maintenance of positive working relationships are essential. Good organizational skills and the ability to work independently.

SPECIAL REQUIREMENTS:

2 years of general clerical/secretarial experience, 1 year of which included typing, word processing, or other generation of documents; or an Associate’s degree in Office Occupations or Office Technology; or graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.

Working Conditions:

This position will be in the primary work location at least 50% of the time and may work remotely 50% of the time. Remote workers must establish and maintain an appropriate environment and schedule when working from home and have a home work space that meets all applicable technology, security and safety requirements including the ability to provide protection of confidential information accessible in their home. Work conditions include frequent use of computers, and phones. Office work requires frequent use of scanners/copiers.

Directions to Apply:

Please fill out the online application and submit a resume and cover letter telling us about yourself and how your personal (lived), educational, and/or professional experience qualifies you for this position.

• External Applicants: Click the “Apply” button and submit your application. Click this link for the External Candidate job aid, and view this video for additional information.
• Current State of Oregon employees: Apply through your employee Workday account. View this job aid for assistance.

Resources:

• Workday will timeout after 20 minutes of inactivity.
• Workday performs best in Google Chrome.
• Check both your e-mail and Workday account for updates regarding this recruitment.
• Oregon Health Authority (OHA)
  • Oregon Health Authority Website
  • Mission, Vision and Core Values
  • Programs and Divisions
• Career Resources
  • State of Oregon Career Resources Page
  • Get Your Application and Resume Noticed
  • Ace the Interview
  • Search for State of Oregon jobs
  • How to Set Job Alerts

Additional Information:

• Visa Sponsorships: Oregon Health Authority (OHA) 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. OHA is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.
• Pay Scale: Upon receiving a salary offer, we will conduct a pay equity assessment using the information provided in your application to determine your salary placement upon hire. To ensure a comprehensive evaluation, please make certain your application materials are up-to-date and thorough. Include relevant details such as your work history, education, volunteer work, lived experiences, and any other pertinent information related to the position you are applying for. Please visit the Pay Equity Project homepage to learn more.
• Background Check: If you are offered employment, your offer will be contingent upon the positive outcome of an abuse check, criminal records check, and driving records check. The information will be shared with the Oregon Health Authority (OHA), Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.
• Veterans: If you are a veteran, you may receive veterans’ preference points. Click here for more information about veterans’ preference. If you checked that you are a veteran, you will receive a notice in your Workday inbox and will be required to provide your documents at that time. Veterans | Oregon Department of Veterans Affairs: 1-800-692-9666
• This recruitment may be used to establish a list of qualified applicants to fill current or future vacancies.

Questions?

If you have questions or would like assistance, including an accommodation request under the Americans with Disabilities Act, please contact Juan McGruder, HR Analyst, at juan.a.mcgruder@oha.oregon.gov.

TTY users, please use the Oregon Telecommunications Relay Service: 1-800-735-2900. For technical support, please call toll-free 1-855-524-5627, for customer service assistance.

Affirmative Action, Equal Opportunity, and Pay Equity:

The Oregon Health Authority is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information, or any other protected class under state or federal law. In addition, we do not discriminate, or screen applicants based on current or past compensation. To learn more about OHA’s mission, vision, and core values, click here.

The Oregon Health Authority is an equal opportunity, affirmative action employer committed to workforce diversity and anti-racism.