Initial Posting Date: 05/22/2025
Application Deadline: 05/29/2025
Agency: Department of Human Services
Salary Range: $3,705 - $5,066
Position Type: Employee
Position Title: Counselor Assistant (Administrative Specialist 1)
Job Description: 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. We are hiring a Vocational Rehabilitation Counselor Assistant to join our team. In this position, you will provide direct consumer support services to a team of VR counselors and the Branch Manager by performing technical casework assistant tasks. You will perform office support activities requiring good judgment and decision making, knowledge of policies, procedures, and laws. The primary duties will include client support services, casework support services and review of referrals and information.
Apply today. Summary of Duties As a Counselor Assistant, you will:
- Process records requests from multiple agencies in accordance with agency records policy and client's privacy rights.
- Review tracking report with VRC to ensure medical records are received in a timely manner to complete eligibility.
- Follow state and federal fiscal responsibilities, to include delegated signature authority, contract administration and procurement rules and vendor verification and authorization.
- Track and follow up on lost warrants, assist with notarization process and reissuing warrants for clients and vendors.
- Provide person-centered direct support services to consumers with disabilities by assisting with completion of application forms, gathering information to assist in determining eligibility for VR services.
- Routinely contact consumers by telephone, in writing and in person to provide follow-up services and to monitor progress toward employment goals.
- Answer multi-line telephone, assist callers with questions about VR services, provide appropriate program information and schedule intakes as requested.
- Monitor and track client appointments, including missed and rescheduled appointments. Report to Branch Manager.
Minimum Qualifications A valid driver's license and acceptable driving record or appropriate form of transportation is needed. Reasonable accommodations per the ADA or other solutions in certain cases may be used to meet this need.
Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
OR An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.
OR An equivalent combination of education and experience.
Essential Attributes We are looking for candidates with:
- Experience maintaining a high degree of integrity with regards to ethics and respect for confidentiality in a work environment.
- Experience working with diverse population including individuals with disabilities.
- Experience handling general office duties including answering multi-line phones, scheduling appointments, communicating through emails, billing and invoices.
- Experience providing dispute resolution and de-escalation tactics when working with the public.
Attention all candidates. 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 selection process. Please include detailed work and education history.
- Please make sure your application materials, resume and job history, are clearly outlined as this information will be used to determine your starting salary range. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
- 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 - You will work at the front desk at least two days a week and rotate with other counselor assistants in office.
- Daily, work with a diverse group of program participants who have physical, mental and/or emotional disabilities.
- Work in an environment with frequent interruptions due to phone calls, and staff or client needs.
- Must have the ability to prioritize and work under critical timelines.
- Local or out of town travel is necessary at times.
- You will interact with a wide range of people including some who have experienced trauma and may exhibit challenges in controlling their emotions.
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.
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' preference:
- Veterans' preference information.
- How to submit your Veteran documents for preference. Please do not attach your Veterans' preference documentation in the Resume/CV field of your application.
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 Marina Nieblas.
- Email:
- Phone (call or text):