Job description
Initial Posting Date:
11/15/2022
Application Deadline:
12/12/2022
Agency:
Oregon Youth Authority
Salary Range:
$3,398 - $5,148
Position Type:
Employee
Position Title:
- Community Services Administrative Support
Job Description:
OREGON YOUTH AUTHORITY
Administrative Specialist 2 – Community Services Administrative Support
Salem, OR – OYA Equitable Center (Hybrid Optional)
Oregon Youth Authority (OYA) is seeking a permanent, full-time Community Services Administrative Support to provide administrative support to the Community Resources Unit (CRU) in processing invoices, contract requests, JPAS security coordination, and JJIS data entry.
Your role:
- Review contracts and determine what is allowable for billing, including qualifying youth, services, and rates.
- Review and verify invoices submitted for accuracy, checking for qualifying youth, services, and rates.
- Reconciliation of invoices and bills.
- Resolve invoice discrepancies.
- Assist with reviewing and updating the Community Resource Unit (CRU) program analyst desk manual.
- Monitor the CRU email inbox (e.g. requests for support, Child Caring Agency (CCA) reports, and Professional Standards Office) and disseminate it to the appropriate person(s).
- Assist Community Resource Manager in monitoring purchase requests for residential programs.
- Record minutes for meetings as assigned.
- Complete computerized background checks.
- Collect, enter, and maintain county provider notebooks.
- Assist the Diversion Specialist with review and approval of annual county Juvenile Crime Prevention (JCP) basic and diversion plans.
- Set up Juvenile Partner Access System (JPAS) accounts as requested.
- Collect all necessary information and complete set-up of new provider notebooks in JJIS for both youth-specific and general providers.
- Identify youth in non-OYA paid placements who require a bi-annual survey.
Additional Information:
- Telecommute/Remote Work: This position is eligible for a flexible hybrid work schedule. This position is based at our Central Office in Salem, Oregon and will be required to come in to the office on an as needed basis and/or to travel to facilities/field offices throughout the state. Telework is evaluated periodically to ensure business needs are being met and can be adjusted at any time. Please visit the state’s
Work Reimaginedwebsite for more information.
- This recruitment will be used to fill current and future vacancies as they occur.
This position is represented by the Service Employees International Union (SEIU/OPEU). By joining and maintaining your membership with SEIU Local 503, the following benefits are available to you such as:
- $2,500 life insurance policy paid for by your union, SEIU Local 503. This policy is in effect if you are an active member.
- Up to $200,000 of additional life insurance can be purchased. Up to $100,000 member life, $40,000 spouse and $10,000 child is guaranteed within the first 90 days of new union membership.
- Short Term Disability insurance is guaranteed if purchased within the first 90 days of new union membership.
- Legal insurance enrollment is available to purchase within the first 90 days of new union membership.
- Tuition reimbursement.
For more information on SEIU, please
click here.
ABOUT OYA
At OYA, diversity, equity, and inclusion are more than just words on a page. To meet our mission and live our values as an agency, DEI must be at the heart of all we do. We support cultural competence, develop teams and cultivate leaders in ways that are equitable to everyone, especially people of color, those who identify as LGBTQ+, or those from other marginalized communities. We are explicit and intentional as we identify resources that all our youth and staff need to grow and prosper. Our DEI work connects closely with our culture of positive human development, with safe and supportive environments where everyone is held accountable and connected to their community. The end goal is to protect the public and reduce crime by holding youth accountable and providing opportunities for reformation in safe environments.
If you are looking to join a team that values individual and cultural differences, with the opportunity to contribute to youth reformation by enriching our workforce with diversity,
OYA wants to hear from you! People of color, women, and other members of historically marginalized communities are strongly encouraged to apply!
Please take a moment to watch this quick video about Oregon Youth Authority, our team and our culture
bit.ly/work4OYA
. For more information please visit
www.oregon.gov/oya
.
What's in it for You?
OYA values our employees. We believe that your time outside of the workplace is as valuable as it is inside the workplace. We offer a great work/life balance with flexible work schedules on most positions and a competitive benefits package, including low-cost, high-coverage
OYA values our employees. We believe that your time outside of the workplace is as valuable as it is inside the workplace. We offer a great work/life balance with flexible work schedules on most positions and a competitive benefits package, including low-cost, high-coverage
health insurance
, generous time-off, and a competitive
retirement plan
.
Discover more about working in Oregon state government by
clicking here
.
What We Are Looking For
- two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
- an equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of the experience.
Required Skills:
- A commitment to diversity, equity and inclusion.
- Maintaining confidentiality on sensitive issues.
- Skilled at promoting and maintaining a harmonious work environment.
DESIRED ATTRIBUTES/APPLICATION SCORING CRITERIA: In addition to your related work experience and education, we will use the attributes below as part of final scoring to advance those that qualify to the interview portion.
- Experience working with and building relationships with youth, families, team members and community partners.
- Experience with working with invoicing and purchasing.
- Knowledge and working experience with the Juvenile Justice Information system (JJIS) and other computer related skills.
- Multi-tasking and maintaining focus independently.
- Experience taking meeting minutes.
- Experience working with data with attention to detail to ensure data entry is accurate and supports contract compliance.
- Ability to provide technical assistance in person and remotely.
How to apply:
- Complete the application fully or upload an updated resume.
- Complete the questionnaire / supplemental questions.
- After you submit your application please respond to the public records request authorization and gender identity questionnaire. This step will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox.
- If you are a veteran, you may receive preference.
Click here for more information about veterans’ preference. The task to claim preference will come after the public records request and gender identity questionnaire tasks.Click herefor a guide on how to upload your documents. For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application or combine it with any other required document attachments.
Good Information To Know:
Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we are here to serve. OYA is an equal opportunity and affirmative action employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be individualized based on merit, competence, performance, and business need.
We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.” The more diverse we are, the better our work will be.
Applicants with a disability may request a reasonable accommodation to participate in the hiring process. For assistance regarding reasonable accommodation or for alternative format please contact OYA Recruitment at 971-345-1236. Oregon Relay Service can be reached by calling 7-1-1.
Pre-employment Checks:
In keeping with our mission, OYA will conduct a criminal record check, per
OAR 416 Division 800
, a driving record background check and a vulnerable population abuse and neglect check. Information obtained about an individual is confidential. An individual who refuses to consent to a criminal records/background check shall be disqualified from consideration in the position for which you applied. All applicants are subject to additional pre-employment check(s) such as fingerprint based on criminal records check, pre-employment drug screening and/or education verification as required for the position.
In 2003 Congress passed the
Prison Rape Elimination Act
(PREA), the first federal civil statue focused specifically on addressing sexual violence in juvenile facilities, jails, prisons, and other facilities. In recognition of the rights, safety, and well-being of the youth we serve you will be asked specific questions about your background to ensure our hiring and promotion practices comply with the National PREA standards.
All OYA employees are required to submit to a two-step TB test to establish a TB free "base line." If offered employment and you accept, OYA will offer you the TB testing, and if you refuse, OYA will require the necessary documentation from your personal health care provider as a condition of employment.
All positions in OYA will require the incumbent to serve as a "mandatory reporter" of child abuse.
Visa Sponsorship:
We do not offer Visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US.
Have Questions?:
For questions about the job announcement email the
HR Recruiter.
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