Initial Posting Date:

10/04/2021

Application Deadline:

10/17/2021

Agency:

Oregon Department of Education

Salary Range:

$2,638 - $3,855

Position Type:

Employee

Position Title:

Office Specialist 2, Background Specialist Assistant

Job Description:

We are seeking a Background Specialist Assistant (Office Specialist 2) with our Background Check Unit in the Early Learning Division .

This is a permanent, part-time position represented by the Service Employees International Union (SEIU).

Due to the current COVID-19 pandemic, this position will work from home until State offices are reopened. Once offices reopen this position is expected to be solely conducted onsite, in the office.

The State of Oregon is requiring all executive branch employees to complete their COVID-19 vaccination series by October 18, 2021, or six weeks after FDA approval of the vaccines, whichever is later, unless the employee receives a medical or religious exemption/accommodation. New employees must submit vaccination documentation or be approved for an exemption/accommodation before beginning work. For more information, visit https://www.oregon.gov/newsroom/Pages/NewsDetail.aspx?newsid=64241

More about our office, team, and role:

The Early Learning Division (ELD) prides itself on supporting all of Oregon's young children and families to learn and thrive. When you consider a career with us, you will be joining a team that values equity, making a positive impact for children and families, dedication, integrity, and collective wisdom to benefit Oregon children and families. We value diversity and support a positive and welcoming environment where all of our employees can thrive. If you are organized, detail-oriented, and enjoy working in a fast-paced environment, then we want to hear from you!

At the Early Learning Division, we believe it is critical that we continue efforts to make the commitment to embed an equity focus throughout the organization. As our state, counties, and cities become more diverse, it is imperative now more than ever that the Early Learning Division focuses on evolving practices to achieve increased equity, diversity, and inclusion in all of our offices. As always, our goal is to lead with courage externally and internally. This means challenging ourselves to do things differently and refining current practices that ensure we continue to make strides towards Equity.

We embed this understanding from position creation, ensuring that we hire a workforce representative of the communities we serve and understanding that a diverse workforce revitalizes and strengthens our organization. We value diversity and foster a positive and welcoming environment where all employees can thrive.

The Office of Child Care’s (OCC) Background Check Unit brings forward a collaborative, passionate, and united team that prides itself on supporting the OCC’s mission to provide safe and high-quality child care by utilizing the gifts and talents of each team member who offers a variety of expertise in child care facility licensing, recorded programs Central background registry rules, technical knowledge of database systems and criminal justice proceedings. Each area is widely unique and highly necessary to the success of child care professionals across Oregon.

Position Duties & Responsibilities:

The Background Specialist Assistant position supports a variety of tasks within the Office of Child Care. This role will primarily be supporting the background check unit with investigatory activities, LEDS checks, and various administrative duties which support general office activities. This position is also responsible for building and maintaining electronic and physical data, information, and files. Research, database navigation, compiling results, sharing data, and reporting back information to team members will also be a critical task in this role.

Daily Tasks can be varied due to the time of year and include:

• Support background specialists with research and investigatory tasks.

• Conduct administrative tasks, including mail sorting and scanning and filing documents into various data archiving systems.

• Receives inquiries via telephone and provides information regarding Office of Child Care application processing and program requirements.

• Explains rules and policies and clarifies processes. Routes individuals to the appropriate resources and content experts.

• Pull and file applications as needed. Maintain OCC and background check filing system.
  

Minimum Qualifications:

Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR

An Associate's degree; OR

Graduation from a private school of business with a certificate AND one year of general clerical experience.

Desired Attributes:

• Attention to detail with a high level of accuracy in all areas of administrative work.

• Proven ability to be dependable, reaching deadlines, and providing timely follow-up for project and task management.

• Experience in database navigation, data input, research, information retrieval, presenting data, and compiling information/results to be shared with internal and external partners.

Benefits Overview:

When you join the Oregon Department of Education, you are joining a fast-paced, creative environment with colleagues who are passionate about public service and impact the lives of children and families statewide.

• Excellent medical, vision, and dental benefits package for the employee and qualified family members with a very low monthly out-of-pocket cost.

Paid days off –

• 11 paid holidays per year

• 3 additional paid "Personal Business Days" per year

• 8 hours of sick leave accumulated every month

• Progressive vacation leave accrual, starting at 8 hours per month, with increases every 5 years

In addition to standard medical benefits and employee leave, the state also provides additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and child care expenses.

How to apply:

To compete for this position, submission of the following is required:

• A Professional Resume

• Cover Letter (limit to 3 pages) stating why you are interested in this position and addressing your qualifications relating to any of the desired attributes mentioned for this position.

External Applicants: Click on the “Apply” button and submit your resume and cover letter. Please make sure to attach all required documents in the section titled Resume/CV. View this video for help.

Internal Applicants: (this includes Current State of Oregon employees): Apply via your employee Workday account. View this job aid for help.

Failure to attach a cover letter and resume may result in the disqualification of your application. Please contact [email protected] if you have any questions on the application process.

Working Conditions:

Extensive use of a computer, phone, and electronic devices, including input and retrieval of information from imaged and paper documents and the licensing database. The high volume of work with rigid timeframes and requiring a high degree of speed and accuracy. Demonstrate tact and diplomacy while maintaining a professional and courteous manner with co-workers, as well as internal and external customers who may be frustrated, angry, and hostile. Prioritize daily among competing demands of the job, coping with the pressure of rush jobs, deadlines and interruptions during heavy workload levels. Perform work within an open and often noisy work environment. Place and retrieve file documents in a variety of different filing cabinets from ground level up to six feet which require the use of a step stool or a stepladder and be able to lift up to 40 lb. Long periods of sitting or standing may be required for this position

This position is subject to both Child Protective Services and Criminal History checks, including FBI fingerprinting, and will be required to enroll in the Central Background Registry. Adverse background data may be grounds for immediate disqualification.

Additional Information:

Application Information:

• Please monitor your Workday account, as communication will be sent to your Workday account. You must have a valid e-mail address to apply.

• Warning! The system will timeout after 20 minutes of inactivity. You must submit your application after you begin the process. You cannot save your progress and come back to it later.

Position Information:

• This is a full-time, limited duration (scheduled to end June 30, 2023) position represented by the Service Employees International Union (SEIU)

• This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

• This position is subject to a criminal history check. Adverse background data may be grounds for immediate disqualification.

Veteran’s Information:

• Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: Veterans Resources . You may also call the Oregon Department of Veterans' Affairs at 1-800-692-9666.

• After you submit your application, be sure to respond to the public records request (PRR) authorization and gender identity question. This screen 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, the task to claim preference will come after the PRR and gender identity tasks.

• Veterans - 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. We will ask you for your documents later in the process. (Please see below in Helpful Information).

Additional Information

• Employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS; the salary range noted above reflects base salary only. Please monitor your Workday account, as communication will be sent to your Workday account. You must have a valid e-mail address to apply.

• The Oregon Department of Education does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States. The Oregon Department of Education is an E-Verify employer. If you are the successful candidate you must present your I-9 acceptable documents (See page 3) for employment verification.

• Due to the COVID-19 Pandemic, these positions will start off fully remote with a possibility of returning to a physical office in the future.

• The State of Oregon is requiring all executive branch employees to complete their COVID-19 vaccination series by October 18, 2021 unless the employee receives a medical or religious exception. New employees must submit vaccination documentation or be approved for an exception by October 18, 2021. For more information, visit our policy listed here .

We hope that you will consider applying for this exciting career opportunity today!

Helpful links and contact information:

• Subscribe to our jobs!

• Learn more about the Early Learning Division.

• Understanding the State Application Process

• Help & Support webpage

• Learn more about Oregon

• For additional information, please contact us by e-mail at [email protected] .

The Department of Education is an equal opportunity, affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.