Counselor Assistant (Administrative Specialist 1)

* Support counselors in their role ensuring client services are being provided.* Process records requests from multiple agencies in accordance with agency records policy and client’s privacy rights.* Provide person centered direct support services to consumers with disabilities by assisting with completion of application forms, gathering information to assist in determining eligibility for VR services.* Assist with scheduling/rescheduling evaluations.* Routinely contact consumers by telephone, in writing and in person to provide follow-up services.* Assist in the program’s case management system (ORCA), understanding of caseload management, budget and financial management.* Complete exception requests/purchase orders with vendors and submit the required documentation to the Office of Contract and Procurement.* 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.* Proven experience utilizing time management, organization, and prioritization skills to meet deadlines.* Experience communicating complex information verbally and in writing to people with diverse education, language, and cultural backgrounds through different platforms. (I.e., cell phone, email, in person).* Previous administrative experience to include managing a front desk, answering the phones, and providing administrative support to program staff.* Experience with bill paying, reviewing invoices and reconciling reports with accuracy.* Experience entering, updating and retrieving information in Database software in a timely and efficient manner.* Your resume (optional) and cover letter (optional) may be uploaded in the Resume/CV field on the online application.* 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 hiring process and will be used to determine your starting salary range if you are selected as a final candidate.* Please include detailed work history that includes the month/year start date and month/year end date for each role/job. If applicable for college degrees, please clearly indicate if a degree has been completed when providing educational history (graduation dates are not required).* If you are selected as the final candidate and a degree is used to qualify you for the position, please be prepared to provide verification of your completed education before moving forward in the hiring process.* 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 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.* In person/in office work schedule is Monday – Friday, 8am – 5pm. Once training and trial service is complete, flexible schedule details may be considered based on business needs.* General office environment to include daily work with a diverse group of program participants who have physical, mental and/or emotional disabilities.* This role has frequent interruptions due to phone calls, and staff or client needs.* Must have the ability to prioritize and work under critical timelines.* Travel may be required based on business needs.* You will interact with a diverse range of individuals, including those who may struggle with emotional regulation. This position may involve handling stressful situations that demand rapid decision-making skills. #J-18808-Ljbffr