Job Description

Initial Posting Date: 03/06/2023

Application Deadline: 03/19/2023

Agency: Oregon Health Authority

Salary Range: $2,823 - $3,707

Position Type: Employee

Position Title: Office Specialist (Office Specialist 1) -Portland, OR (Hybrid)

:

The in Portland, Oregon has a career opportunity for an Office Specialist (Office Specialist 1) to process and register vital records for the Center for Health Statistics (Center).

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 applicants to fill current or future vacancies.

What will you do?

The . Oregon law requires all vital events that occur in Oregon, such as births, deaths, fetal deaths, marriages, divorces, and domestic partnerships, be permanently recorded and registered. You will provide data entry expertise and support for the registration of vital records while interacting with Center staff, birth clerks, medical examiners, funeral services practitioners, county registrars, and county clerks to obtain and verify the accuracy of vital records.

As our Office Specialist, you will review vital records for accuracy and completeness to determine if the records meet state and national standards for registration or need further processing. You will enter vital records statistical and index data into the Oregon Vital Events Registration System (OVERS). You will also register legally sufficient marriage, divorce, and Oregon domestic partnership records. In addition, you will assist with the distribution of mail throughout the Center and the distribution of forms to partners. This position also prepares and organizes vital records for scanning, storing, and archiving.

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.

Benefits:

We offer exceptional benefits packages for you and your qualified family members, with very low monthly out-of-pocket costs. Try this free virtual benefits counselor by clicking here:

Paid Leave Days:

11 paid holidays each year

3 additional paid "Personal Business Days" each year

8 hours of paid sick leave accumulated every month

Progressive vacation leave accrual with increases every 5 years

plans

Optional benefits include short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses.

Click to learn more about 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.

What we are looking for:

Minimum Requirements

Completion of courses or training in Office Technology;

OR,

One year of general clerical experience which included typing, word processing, or other generation of documents;

OR,

An equivalent combination of training and experience.

Requested Skills

Experience communicating effectively, orally and in writing, with a diverse range of people across multiple levels of an organization.

Experience providing diplomatic and professional customer service.

Experience working productively with many priorities, competing deadlines, and simultaneous assignments.

Experience with records and information management, including reviewing records or documents for accuracy, completeness, and compliance with established criteria, performing data entry with speed and accuracy, editing data to maintain accuracy, contacting customers to obtain information to complete processing, and tracking, compiling, and maintaining documents.

Experience applying laws, rules, policies, and procedures affecting assigned work.

Proficient in Word, Excel, Outlook, PowerPoint, Teams, and tracking or file management software.

Experience typing quickly and accurately using various data processing tools.

Experience adhering to privacy, security and confidentiality laws, policies, procedures, and guidelines.

Strong team player skills, including the willingness to listen, collaborate, share information, and contribute to the team\xe2\x80\x99s success.

Experience creating, promoting, welcoming, and maintaining a culturally competent and diverse work environment.

Working Conditions:

The work in this role may be conducted in a hybrid environment with a combination of on-site and remote work. On-site work is located at the Oregon Health Authority Public Health Division, 800 NE Oregon St, Portland, OR 97232.

Daily use of personal computer and associated local and network environments, telephones, copiers, scanners, fax machines, and other office equipment. Extended time using a computer and sitting at a desk. Limited physical exertion; some light lifting, reaching, and stooping. Work is ongoing and tasks or projects often must be completed simultaneously with short or varying timelines for completion. Due to daily deadlines, volume of work, and the need to key and retrieve data, the ability to type quickly and accurately using various data processing tools is required. Employee works with confidential and sensitive records and information.

Regular in-person, telephone, videoconferencing, or written contact with agency and Center personnel and external partners; occasional with the public. Meetings do occur, and attendance is required. One-on-one meetings with other staff in the Center will occur, as well as meetings with immediate supervisor and other managers. Sometimes deals with challenging external partners and situations.

Employee may be required to use a state vehicle to conduct business; must have a valid driver\xe2\x80\x99s license and acceptable driving record or be able to provide suitable alternate method of transportation.

Directions to Apply:

Candidates from diverse backgrounds are encouraged to apply. We value individuality and review all application material including your resume and cover letter. They are a perfect way to showcase your skills and highlight how your lived (personal) experience, volunteer work, training, education, or professional experience relate to the position.

External Applicants Click the \xe2\x80\x9cApply\xe2\x80\x9d button and submit your application. Click this for the External Candidate job aid, and view this for additional information. You must be eligible to work in the United States without a VISA sponsorship. We do not offer VISA sponsorships or transfers. Within three (3) days of hire, all applicants will be required to complete the US Department of Homeland Security\xe2\x80\x99s I-9 form, confirming your authorization to work in the United States.

Current State of Oregon employees: Apply through your employee Workday account. View this for assistance.

Application Information:

This posting closes at 11:59 PM (PST) on the close date listed.

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.

Click here for and a .

| Oregon Department of Veterans Affairs at: 1-800-692-9666

Additional Information:

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.

Pay Equity: Please ensure your application materials are current and thorough; including your work history and education. Your application materials will be used to determine salary based on a pay equity analysis. For further information, please visit the homepage.

Veterans: If you are a veteran, you may receive veterans\xe2\x80\x99 preference points. for more information about veterans\xe2\x80\x99 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.

Visa Sponsorships: We do not offer VISA sponsorships or transfers. Within three (3) days of hire, all applicants will be required to complete the US Department of Homeland Security\xe2\x80\x99s I-9 form, confirming your authorization to work in the United States.

Questions?

If you have questions or would like assistance, including an accommodation request under the Americans with Disabilities Act, please contact Tracie Knight, HR Analyst, at . 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. We determine salary by reviewing your application materials to evaluate your related education, experience, and training for this position. For further information, please visit the homepage. To learn more about OHA\xe2\x80\x99s mission, vision, and core values, .

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

State of Oregon