Portland Legal Office - Support Services Specialist (Office Specialist 1) - Bilingual English/Spanish Encouraged

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Job Description:

The Oregon Department of Justice’s Administrative Services Division (ASD) is seeking to hire an enthusiastic, service-minded individual whose background demonstrates experience performing a wide variety of office support functions and an ability to deliver professional-level customer service to join our Office Support Services Team, as a Support Services Specialist (Office Specialist 1). Our Support Service Specialists work collaboratively to provide essential office support services to personnel from eight of our divisions performing time sensitive program related services in this office. As a Support Services Specialist, you will act as a first point of contact for external customers conducting business in our Portland Legal office and provide general office support for our Portland office, to include reception services for our Salem, Bend and Pendleton offices. Core skills to be successful in this position include interpersonal communications, attention to detail, dependability, multi-tasking, and the ability to assimilate information and solve problems. The ability to speak fluently in English and Spanish is a plus!

This opportunity will provide you with experience to grow within the Department of Justice and expand your career path. You will find that we embrace inclusive and supportive work environments and respect the diverse perspectives, knowledge, and experiences of our coworkers and those seeking to join the organization. We strive to build an inclusive and performance-oriented workplace where all, individuals are welcome and appreciated, leading to increasingly higher levels of fulfillment and success. Apply today!

Primary Duties (in part)

In this position, you will act as first point of contact for internal and external customers conducting business in the Portland Legal office and throughout the Department. This is an in-office position. The office is open Monday-Friday 8:00 am – 5:00 pm.

• Perform reception service functions; to include operation of multi-line reception switchboard to screen and transfer calls to appropriate program hotlines, personnel, or programs, provide contact information for appropriate external resources or agency programs, screen and assist the public and visiting federal, state, and local agency partners, vendors, service technicians or delivery personnel conducting business in the office.

• Perform access control and security functions, includes identity verification, escort of non-agency personnel within access-control secured environment and use of software and access control system equipment to monitor and transmit information about secured access points.

• Perform clerical and administrative functions; includes photocopying and scanning of confidential documents, preparation of event attendee documents and delivery of time-sensitive or confidential letters, legal documents, records, or files to external sources for agency programs.

• Perform mail processing functions; includes operation of postal equipment, collection and same day preparation of outbound interagency, postal, and express delivery mail and parcels and receipt, visual security screening, same day sort, and distribution of inbound interagency and direct postal, express and courier service delivered mail, and parcels.

• Perform general office support functions, includes, transport of leased state cars to and from commercial vendors for routine repair and maintenance and configuring of conference rooms and special use spaces for events to include operation of electronic room partitions and set up of audio/visual equipment.

• Notarize documents as needed, upon successful completion of notary training and exam.

Required Skills and Experience

Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply, and allow us to evaluate the knowledge, skills and abilities that you demonstrate, using an intentional equity lens.

• 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.

Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)

AND

• Have and maintain valid drivers' license and acceptable driving record.

• This position will be required to obtain a Notary Public commission within six months of being hired and will maintain the commission throughout the duration of this appointment.

Desired Skills, Experiences, and Attributes

• Professional verbal and interpersonal bilingual (English and Spanish only) communication skills is preferred. Preference may be given to qualified applicants able to read, speak, and translate Spanish/English and English/Spanish. If you have Spanish/English language skills, please be sure to make note of it in your on-line job application. There is a monthly bilingual pay differential of 5% over the base rate of pay for positions requiring the use of bilingual skills in the performance of their duties.

• Recent experience and/or training operating a multi-line reception switchboard that clearly demonstrates advanced in-person and written communication skills and professional-level customer service experience, preferably in a government or non-sales related business setting.

• Experience exercising judgment and handling confidential and/or sensitive business information.

• Experience handling stressful, busy situations and dealing with frustrated or hostile people on the phone and in person.

• Demonstrated ability to prioritize deadlines, frequently with short notice, and handle multiple tasks with limited supervision.

• Reliability, dependability, and accountability.

• Experience performing clerical work with a variety of software programs.

• Knowledge of legal terminology is preferred.

• Valid CPR/AED/First Aid Certificate is preferred.

Illustrated through in-depth employment and reference checks and application material.

Working Conditions:

Must possess and maintain valid drivers' license and acceptable driving record.  Works in an open office environment with noise from ringing telephones, printers, copiers, telephone conversations and other office equipment. Must be able to perform errands outdoors in all types of weather. Must be able to stand at the mail counter, sit or stand at the reception desk for extended periods, and walk throughout the office to perform position tasks. Must be able to bend, stoop, push and lift boxes weighing up to 50 pounds and manage a hand-truck to move heavy boxes of brochures, paper, or business-related materials. Must be able to move wheeled conference room furniture from one place to another. Must be able to perform detailed, high volume computer work for daily data entry and typing. Overtime can be required to complete business, as authorized by direct supervisor, but is uncommon.

Conduct Expectations:

The role of the Oregon Department of Justice is to serve state government and to support safe and healthy communities throughout Oregon by providing essential justice services. Employees of the Department are required to meet the highest standards of professional conduct and ethics while on the job and maintain those same standards in their personal lives where actions could reflect on the Department.

 What’s In It For You

• Permanent, full-time employment.

• Vacation, sick leave, 11 paid holidays a year, and special days off. 

• Excellent medical, dental, and vision benefits.

• Pension and retirement programs.

• Endless peer and management support, and representation by the Service Employees International Union (SEIU).

• Opportunity to expand your professional skills.

For more information about our benefits, you can learn here.

Application Process

The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran status, gender, sexual orientation, religion, age, or disability, and is committed to workplace diversity.

• Click "Apply" and complete the online application and all supplemental questions.

• Attach your resume.

• Attach a cover letter identifying your attributes that meet the desired and requested skills.

ALL APPLICANTS: You will only have one opportunity to upload the requested resume and cover letter. Drag and drop both resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both requested documents didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact doj.recruitment@doj.oregon.gov. Any materials emailed will be associated on your behalf if received before the posting deadline.

CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply", update your employee profile to reflect your Education, Skills, and Job History (including your current job).

For additional information regarding working for the Department of Justice and application assistance, click HERE.

Oregon Department of Justice
1162 Court St NE
Salem, OR 97301

doj.recruitment@doj.oregon.gov

Phone: (503) 947-4328
Fax: (503) 373-0367