Office Specialist 1, Two Positions

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The Office of Imaging and Records Management Services (IRMS) provides electronic and physical document and records management in central repositories for storage, retrieval, and destruction under established Records Management requirements. These records constitute the agencies official records and as such must meet quality standards to be reproducible, must accurately identify records contained within image capture, location of image, various websites and must meet processing deadlines, service level agreements (SLA), and payment schedules.  Recruiter Nadja Rue Hiring Manager Bethany Frazier View Team Members Related Links Add Job Interest to your Profile. 

• Aid in the processing of various Oregon Department of Human Services (ODHS) and Oregon Health Authority (OHA) documents for record retention, electronic workflow, and production of permanent files using EDMS technology and equipment. 
• Prepare documents received for processing including pulling staples, sorting documents, and batching them into like groups. 
• Scan documents and ensure they meet established procedure for each document type. 
• Visually review scanned documents for quality of image.
• Replace any pages/documents which are not readable or meet program quality standards. 
• Work as needed to enter data and image documents via electronic document management systems. 
• Complete established Quality Control functions on documents to ensure erroneous material deletion, readability, illegible image replacement, document classification. 
• Assign, correct and verify index values to imaged documents in appropriate. 
• Identify document type to determine required indexing values.

• 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.

• One year of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
• An equivalent combination of experience and college coursework or training in a general office occupation.

We are looking for candidates with: 

• Experience typing/keyboarding 45 or more words per minute. 
• Demonstrated ability to work independently with a diverse team in a fast-paced production environment.
• Experience navigating effective conflict resolution with peers.
• Experience with practicing good stewardship with high-quality customer service. 
• Experience with exercising effective self-management and accountability to contribute to overall team success through reliable performance.

• This position requires regular on-site work in our Salem Oregon office throughout the work week to support business needs.
• Initial classroom training will be onsite in our Salem office location.
• Onsite physical document processing may require frequent handling of paper and its byproducts, such as dust, staples, and adhesives.
• Onsite preparation and scanning of documents, including sensitive case files.
• Onsite mail processing includes open, batching, and scanning of a variety of documents.
• Long periods of sitting for data entry in an office environment.
• If appropriate conditions exist, some limited remote work may be available after training. This is highly dependent on business needs and is not guaranteed.  

• Must have the ability to push, pull, and lift up to 40 pounds on a regular basis.
• Must be able to stand and process mail for up to 1–2 hours at a time.
• Must be able to handle extended periods of screen time.
• Must be able to move between multiple workstations throughout the day. 

• Regular exposure to confidential and potentially distressing information, including reports and photographs, related to child abuse and neglect.
• 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.

• IRMS operates on a flexible schedule between the hours of 6:00 a.m. to 6:00 p.m., Monday–Friday, depending on operational needs. However, individual work schedules are fixed and determined during the job offer process in consultation with the hiring manager.
• You will have training period where your work hours may differ from your traditional work schedule. During training, your work hours will be Monday – Friday from 8:30 a.m. – 5 p.m.
• Once training is complete, your established work schedule may change based on business needs.
• Occasional overtime and weekend work may be required. 

• Manage multiple tasks with short deadlines and frequent interruptions.
• Adjust to changing priorities and short notice task shifts.
• Perform substantial data entry.
• Handle paper materials, including dust, staples, and adhesives.
• Work with confidential information governed by federal and state laws, rules and policies.

• 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.

Veterans’ and Oregon National Guard preference:

• Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources. 

• 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.

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 Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-207311.
• Email: Nora.L.LEYVA-ESQUIVEL@odhs.oregon.gov
• Phone (call or text): 503-269-4222