Business Operations Coordinator (administrative Specialist 1)

Business Operations Coordinator (Administrative Specialist 1)

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! Step into a pivotal role as an Administrative Specialist, where your work directly supports the backbone of District operations and infrastructure. In this dynamic position, you will assist the District Operations Officer in monitoring and enhancing business functions that keep our mission moving forward.

As the primary contact for personnel management coordination across all district Aging and People with Disabilities (APD) offices, you will ensure seamless staffing and support. You will also be cross-trained to provide personnel coordination across other district programs—offering vital workflow continuity and backup coverage when it's needed most.

We are expanding our team in Oregon City! If you're passionate about helping others, consider applying for our opening for a Business Operations Coordinator (Administrative Specialist 1) in the Aging and People with Disabilities (APD) District Office. Together, we can create lasting change!

Summary of Duties

• Support Position Hiring Coordination and Documentation: Collaborate with Hiring Managers for approval of job positing drafts, email notifications for job announcements, and communication with job applicants; assists with other communication needs as part of the recruitment process.

• Collaborate with Hiring Managers, as well as HR and Payroll staff in the Central office, to problem-solve for issues and foster effective communication between branches and the Central office related to recruitment processes.

• Acts as Workday Liaison for all District positions and assists managers with Workday procedures.

• Provide administrative support for criminal history checks, review non-personal information, and follow-up to ensure candidates have completed the process.

• Provide information and access assistance to management and staff.

• Perform general office administration tasks including scheduling, filing, and supply management.

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

• Experience utilizing office software and systems and other business tools to streamline communication, reporting, data tracking, and task management.

• Demonstrated ability to collaborate across departments to achieve operational and personnel objectives.

• Experience adjusting and prioritizing workflows and timelines to meet evolving organizational needs, while ensuring a high level of accuracy in a high-paced environment.

• Experience in monitoring operational performance and identifying areas for process improvement.

• Experience with Data Collection and Analysis to support business solutions and decision making.

Attention all candidates! 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.

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 the 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: Oregon City Office and community sites.

• Hybrid: Hybrid remote/in-office schedules are considered case-by-case based on business needs, reassessed annually, and must support customer service without compromise.

• Hours: Monday – Friday, 8:00 AM to 5:00 PM; occasional overtime may be required based on business needs.

• Travel: Occasional travel for meetings and trainings.

• 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.

• Finalists must be cleared by the FBI Criminal Justice Information Services (CJIS) through a fingerprint-based criminal records check.

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.

Contact Information

• The recruiter for this position is Nadja Rue. If you contact the recruiter, please include the job requisition number: REQ-187273.