Administrative Specialist 2

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Job Description:

 This is a hybrid position offering significant work-from-home flexibility. 

If this opportunity aligns with your strengths, background, and commitment to fostering inclusivity, we encourage you to apply! At Oregon Health Authority (OHA), we value diversity and encourage applicants from all backgrounds and experiences to help us build a stronger, more equitable future for all. 

Opportunity Awaits, Apply Today! – Administrative Specialist 2 

The primary purpose of this position is to is to coordinate and escalate feedback and concerns coming to OHA Ombuds Program, and evaluate and triage information and referrals across the agency and to various programs and provide data management and Ombuds reporting using the Relationship Engagement Management Application (REMA) – a Microsoft Dynamics 354 CRM tool. This position will particulalry focus on the anticipated influc of eligibility related concerns coming to the Ombuds Program with anticipated OHP eligibility and re-enrollment changes as a result of federal Medicaid changes. 

Key responsibilities include daily case intake, evaluating and determing concerns which are within Ombuds Program scope; tracking and assignment of OHA Ombuds case work; robust data analysis, data integrity oversight and data dictionary management, monthly and quarterly data reporting of Ombuds work and management of OHA Ombuds Program team trainings and meetings. This position also provides administrative, operations, client and program support to the Ombuds Teams within the External Relations Division (ERD), in service to transformative, communityled, and community-owned initiatives and the mission, vision, values and goals of the Oregon Health Authority.  

This position will conduct daily case intake for the Ombuds Program with a robust case management software system that tracks Ombuds case work (including HIPPA Compliance to manage private health information), improves reporting capabilities, and centralizes feedback allowing for comprehensive, transparent, and timely reporting. Coordinating and escalating feedback to the appropriate team requires interpreting and applying Ombud polices and rules using the Oregon Revised Statute (ORS) 414.712 and will interpret and evaluate other laws, rules, policies, procedures to ensure Ombuds-related Medicaid case work is directed to the Ombuds Program, focusing on interpreting Medical Assistance Program rules 410-120-000 and non-Ombuds work is responded to appropriately throughout the agency. This position will be responsible for follow-up and management of non-Medicaid related work including establishing robust referral pathways, clear data tracking, and case follow-up and closure for non-Medicaid cases.The position will conduct program integrity and assure operational alignment and compliance by creating,reviewing, and evaluating Program metrics and measures. This is done to solicit and synthesize criticalinformation and insights within programs, OHA divisions, Federal agencies, and community providers,councils, and individuals with intent to identify issues, help negotiate solutions and processimprovements, integrate community feedback into internal OHA operational and policy actions, and adoptbest practices. As a result, this position will help ensure overall program integrity to the person-centered. Ombuds processes and determines Ombuds processes and standards by developing and building Power BI reporting metrics that support person-centered agency responsiveness. 

For a full review of the position description, pleaseClick Here 

What We Are Looking For 

Minimum Qualifications:These qualifications must be reflected in your application for consideration. 

Three 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 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 

Desired Attributes:The following are desired attributes that we have identified as key to success for this role at OHA. These are the attributes we are looking for in our top candidate. If you have any of these, please let us know in your application.  

• In-depth knowledge of the Medicaid eligibility process; experience as a Community Partner Eligibility assister or self-sufficiency eligibility worker a plus.  

• Excellent customer service skills with proven written and verbal (phone) skills for individuals frustrated with state systems.  

• Ability to manage multiple tasks and effectively manage irate and hostile members. 

• Must be able to organize and prioritize work to meet deadlines and have flexibility, work demand tolerance and exhibit outstanding written and oral communication skills including effective communication with coworkers. 

• Must be proficient in Word, Excel and Powerpoint to design surveys, word documents and reports. 

• Ability to perform technical and administrative support functions requires independent judgment, decision making and problem resolution. 

• Skill in interpreting laws, rules, policies and procedures and applying interpretations to specific situations. 

• Experience working within a case management software system. 

• Ability to conduct time-sensitive daily intake and review of work.  

Preference Statement:  Preference may be given to candidates who possess the following job-related knowledge, skills, and abilities. 

Spanish-English and/or other bilingual skills or candidates speaking one of the top languages spoken by Oregon Health Plan members such as Spanish, Russian, Vietnamese, Chinese, Ukrainian, Arabic, Somali. 

Application Guidance 

Your candidate profile and application are your opportunity to showcase your skills and interest in this role. Submissions will be reviewed for clarity, consistency, and communication skills, and for alignment with the guidance provided in the below: 

Submission Requirements: 

• Resume– Attach your current resume that clearly outlines your education and work experience relevant to this position. 

• Cover Letter- Attached a cover letter that speaks to how you meet the desired attributes 

• Supplemental Questions – Answer all supplemental questions completely and accurately. 

• Final Check!– Before submitting, confirm that all required materials are included, and your Workday Job History is current. The information in your application will be used to complete an Equal Pay Analysis to determine salary placement upon hire. Visit theEqual Pay Analysis Webpage for more information.  

How to Apply: 

• External Candidates:Visit theState of Oregon job opportunities webpageor click the “Apply” tab above to submit your application, following all submission requirements. 

• Internal Candidates: Current State of Oregon employees must apply through theiremployee Workday login, following all submission requirements. 

After You Apply: 

• Complete any pending tasks in Workday under “My Applications” prior to the application deadline. 

• Check your email (including junk folder) and Workday inbox regularly for updates on your application. 

Reminders: 

• Eligible veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. To protect your information and ensure correct processing, please follow the instructions forsubmitting your Veterans’ Preference documentation. 

• Please download and save a copy of this job announcement and linked position description, as it is not available after the application deadline.  

About the Team & Benefits of Joining 

We offer a workplace that balances productivity with enjoyment; promote an atmosphere of mutual respect, dedication, and enthusiasm. You will collaborate with a team of bright individuals to work with and learn from.  

If you're driven by the passion to do something meaningful that changes lives, theOregon Health Authority is the place for you.We also offer a competitive benefits package including: 

• Excellent, low-costmedical, vision, and dental coverage for you and your family. 

• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare. 

• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month. 

• Potential eligibility for thePublic Service Loan Forgiveness Program. 

• Retirement security throughPublic Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP). 

• Training and development opportunities to grow your career with the State of Oregon. 

Additional Details 

• This announcement is for multiple, fulltime, permanent, SEIU represented, Administrative Specialist 2 (Classification: Administrative Specialist 2) based inPortland or Salem (or other areas throughout the state)

• This is a hybrid/remote position. “Review Section 4: Working Conditions” in the position description (linked above) for more information. 

• Employment is contingent upon a criminal records check that meets OHA criteria at the time of hire and throughout employment. 

• The salary listed is the non-PERS qualifying range. If the successful candidate qualifies for PERS, the salary range will increase by 6.95%. For more information, see theClassification and Compensation page. 

• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process. 

• This position does not provide visa sponsorship. Within three days of hire, you will be required to complete I-9 documentation and confirm authorization to work in the United States. OHA will useE-Verifyto verify work authorization. If your employment eligibility depends on sponsorship now or in the future, you will not meet the requirements for this position. 

• We evaluate candidates based on their own skills and experience. Unless explicitly approved, outside resources – including Artificial Intelligence (AI) tools – are not permitted during assessments or interviews. Use of unauthorized resources will disqualify a candidate from further consideration. 

Contact Information 
Recruiter: Barry Lein 
Email:Barry.Lein@oha.oregon.gov 
Phone (text friendly): 503-440-6484 

Accommodation Requests (ADA): OHA provides reasonable accommodations under the ADA, which may include alternative formats of materials or language support. If you need an accommodation to apply for this position or participate in the selection process, please contact the recruiter listed above. 

Helpful Links & Resources 

How to Set Job Alerts |Workday Applicant FAQ |Oregon Health Authority |Facebook |Instagram |LinkedIn |Veterans Resources|What You Need to Know to Get the Job 

The Oregon Health Authority is an affirmative action and equal opportunity employer, committed to fair employment practices and pay equity for all employees. We do not discriminate based on protected class –including race, sex, veteran status, disability, age, color, religion, national origin, marital status, or sexual orientation –and does not screen applicants based on current or past compensation. Salary is determined through a fair review of your education, experience, and training as it relates to the position.  

OHA is an anti-racist organization working to eliminate health inequities and dismantle structural barriers that impact underserved communities. Join us in advancing our Strategic Plan and building a more equitable Oregon.