ODHS employees only: Operations Coordinator (Administrative Specialist 2) – multiple vacancies!

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You must be a current employee with the Oregon Department of Human Services (ODHS) to apply for this position. This includes regular status, temporary, trial service and limited duration employees. ODHS volunteer and contract employees are not eligible to apply.

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! The Publications and Creative Services (PCS) Office, which is part of the Shared Services division within Oregon Department of Human Services (ODHS), is seeking a highly motivated person who has experience with administrative research, analysis and evaluation to support the work towards compliance procedure, policy, or processes. If you are seeking an administrative support role where your attention to detail is valued, this Administrative Specialist 2 position may be for you!

Summary of Duties

The Publications and Creative Services (PCS) Office are part of the Shared Services division within the Oregon Department of Human Services (ODHS). PCS supports both ODHS and the Oregon Health Authority (OHA) by managing the agencies’ brand standards and overseeing the design and production of forms and publications. Their work advances ODHS’ mission by ensuring that materials are designed, developed, translated, printed, and distributed in ways that are equitable and accessible for all communities.

The primary purpose of this position is to coordinate, monitor, evaluate and improve assigned Publications and Creative Services operational functions. This position applies comprehensive knowledge of PCS services to interpret agency policies, procedures, service requirements, and relevant state and federal regulations to address varied and complex situations. This position analyzes project and operational information, determines processing requirements, coordinates complex multi-function work, monitors compliance and operational performance, resolves service-delivery issues, improves operational procedures and controls, and provides management with analysis and recommendations for improving PCS operations.

Duties include but are not limited to:

• Coordinate and manage PCS operational and multi‑program projects by reviewing service requests, defining scope and requirements, aligning timelines and dependencies, resolving conflicts, and ensuring compliance with accessibility, language access, printing, and policy standards.

• Evaluate project records and operational data for completeness, accuracy, and compliance; resolve discrepancies; implement process improvements; and maintain updated procedures, documentation, approvals, and controls.

• Develop, analyze, and validate operational and management reports to monitor workflows, performance trends, and risks; summarize key findings for leadership; and support audits and continuous improvement efforts.

• Provide clear communication and guidance to customers, vendors, and staff by researching service history, explaining requirements, offering feasible service options, communicating process changes, and supporting intake, scheduling, and other operational functions as needed.

Minimum Qualifications

• Three (3) years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR

• An associate degree in general office occupations and two (2) years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR

• An equivalent combination of education and experience.

Essential Attributes

We are looking for candidates with:

• Experience using Workfront or comparable project and workflow management software to coordinate requests, track assignments and deadlines, maintain records, and monitor project progress.
• Experience coordinating administrative or operational processes involving multiple steps, service requirements, or competing priorities.
• Experience reviewing requests, records, or documentation for completeness and accuracy, identifying discrepancies, and determining appropriate corrective actions.
• Experience coordinating projects or assignments involving multiple partners, deadlines, approvals, or dependent activities.
• Experience researching operational issues, analyzing information, and identifying or recommending solutions to improve processes or service delivery.
• Experience communicating procedures, requirements, decisions, and next steps to customers, coworkers, partners, or vendors and resolving questions or concerns.

Attention all candidates – a cover letter is required!

• Your resume (optional) and cover letter (required) may be uploaded in the Resume/CV field on the online application. Do not upload documents in the Education section, as those are not visible to recruiters or hiring managers at this time.
• 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 on applications).
• 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.
• 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.

Working Conditions

• The work schedule is 8 a.m. – 5 p.m., Monday – Friday (Pacific Time).
• This position is eligible for remote work. On occasion you may be required to report to the Salem office when training, business or operational needs are dependent on onsite activities.
• Some travel expenses are not provided, nor reimbursable for remote work employees per travel policy paragraph 105: https://www.oregon.gov/das/Financial/Acctng/Documents/40.10.00.pdf
• Works in an integrated environment where diverse programs, partners and staff create the work team.
• General working conditions include high stress environment due to a high-volume workload with short response time frame expectations.
• Both internal and external customer service is conducted with compassion and professionalism through a trauma informed lens.
• Consistent attendance is essential.
• Flexibility/adaptability is essential due to a changing environment with regular policy, program, and technical adjustments.

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.
• May require a valid driver's license or other acceptable method of transportation.

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’ 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.

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 Alissa Walker. If you contact the recruiter, please include the job requisition number:
• Email: ALISSA.WALKER@odhs.oregon.gov
• Phone (call or text): 503-519-1807