District Administrative Specialist

Initial Posting Date:

09/22/2025

Application Deadline:

09/29/2025

Agency:

Department of Human Services

Salary Range:

$3,705 - $5,066

Position Type:

Employee

Position Title:

District Administrative Specialist (Administrative Specialist 1)

Job Description:

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! Join a mission that matters! As a District Administrative Specialist, you will help Oregon’s older adults, people with disabilities, and their families access innovative, person-centered services and supports that uphold dignity, promote independence, and respect cultural preferences. Your work will make a direct impact—ensuring individuals receive the assistance they need to thrive in the communities they choose at every stage of life. Be part of a team dedicated to safety, well-being, and honoring choice!

Aging and People with Disabilities:

Our vision is that Oregon’s older adults, people with disabilities and their families experience person-centered services, supports and early interventions that are innovative and help maintain independence, promote safety and well-being, honor choice, respect cultural preferences and uphold dignity. The services provided help people access the supports they need to live their best lives —​ in the communities they choose and at every stage of life.​

We are seeking a dedicated District Administrative Specialist (Administrative Specialist 1) to join our dedicated Aging and People with Disabilities Program (APD) team in Oregon City.

Together, we can create lasting change!

Summary of Duties

As a District Administrative Specialist, you will:  

• Provides administrative support to management and office.

• Performs business audits according to schedule and submits results to management.

• Runs reports and gathers data as requested by management.

• Orders office supplies, ITAM requests, office equipment through approved vendors.

• SPOTS- use SPOTS card for approved purchases, maintain office expenditures, with proper documentation via the SPOTS log.

• Schedule conference rooms/smart board and assist with set up as necessary.

• Coordinate interviews including scheduling, gathering information, preparing packets and assisting during interview process.

• Onboard new staff process as defined in the onboarding process. Be the point of contact for staff questions and requests for assistance during the onboarding process.

• Reset staff OA and DHR logins as needed.

• Fleet maintenance for offices that are not being managed by an OS2.

• Attend and participate in meetings, training sessions/conferences and take meeting minutes.

• Accept special assignments or duties as requested by the supervisor.

• Keep manager informed of problem areas and assist in solutions.

• Maintain professional and congenial relationships with consumers, the public and all branch staff.

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 with handling detailed administrative tasks, record maintenance, and data entry management.

• Experience with directing inquiries from persons needing social services or experiencing crisis with professionalism and efficiency.

• Experience in utilizing standard office equipment and computer systems, including Windows-based PCs, multi-line phone systems, copy and scanning machines, Microsoft Office Suite, and various database programs to support efficient administrative operations.

• Experience in organizing and prioritizing document workflows and managing assignment schedules to support efficient team operations.

• Experience with capturing notes from meetings and discussions involving staff and community partners, ensuring accurate documentation.

Attention all candidates!

• A cover letter is required. 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 are clearly outlined as this information will be used to determine your starting salary range. If you are selected as the final candidate and a degree is listed as a minimum qualification for the position, please be prepared to provide verification of your completed education before moving forward in the hiring process. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

• 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.

• 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 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: Offices and community sites.

• Travel: Travel may be required to meet business needs or to attend employee training classes.

• Hours: Regular work week with fluctuating hours; occasional overtime may be needed, including evenings and weekends.

• This role involves handling sensitive topics related to trauma, abuse, and crises, requiring a trauma-informed approach that is essential to ensure a safe environment.

• You may interact with individuals who have experienced trauma and may have difficulty managing their emotions.

• Be prepared for stressful situations that require quick decision-making to ensure safety for yourself and others.

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.

• Must possess a valid driver's license and acceptable driving record to use state vehicles. Reasonable accommodations per the ADA or creative solutions in certain cases may be used to meet this need.

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, full-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-187057.