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Case Management Clerk (Office Specialist 2)
Category: Other
  • Your pay will be discussed at your interview

Job code: lhw-e0-88382157

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State of Oregon

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  Job posted:   Mon Apr 16, 2018
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Case Management Clerk (Office Specialist 2)
Case Management Clerk (Office Specialist 2)



Case Management Clerk (Office Specialist 2)


$14.20 - $19.79 Hourly


Astoria, OR

Job Type



Human Services-Children, Adults & Families

Job Number



4/18/2018 11:59 PM Pacific

+ Description

+ Benefits

+ Questions


DHS18-0626? PART-TIME 50%

If you previously applied and qualified for DHS17-1341, you need not re-apply. Your name has been referred to the hiring manager.

The Department of Human Services (DHS) mission is the safety, health and independence for all Oregonians. We help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice and preserve dignity. We protect children who are abused or neglected. We serve seniors and people with disabilities. We help low-income people along the road to self-sufficiency with health coverage, job preparation, childcare and other supports. Our services are delivered in the least restrictive setting and in partnership with communities. We are absolutely committed to ongoing innovation in the delivery of services, and we are committed to recruiting, developing and retaining dedicated employees. DHS is guided by our core values of Integrity, Innovation, Respect, Service Equity, Responsibility, Stewardship and Professionalism.

DHS employs over 7,500 people, in more than 100 locations around the state, and delivers services through and in coordination with many community partners.

The Oregon Department of Human Services branch office within Child Welfare is currently recruiting for ONE permanent PART-TIME Office Specialist 2 to provide support for Child Welfare programs. This position is permanent full-time, located in Astoria (450 Marine Drive) and is represented by a union.

Duties & Responsibilities

Provide clerical support to field staff, foster parents, providers, the public and agency staff in relation to cases at the branch level. This includes completing data entry to make sure that all Federal and AFCAR requirements are met for each case. Providing general clerical support to caseworkers and unit supervisors.

Case File Preparation

+ Prep and Copy Cases for Discovery/Disclosure/LAR's

+ Prep/ Tab Files for Legal Reviews

+ Prep Packets for Permanency/Adoption Committees

+ Case file drop filing

Data Entry and Document Collection

+ Collect and Enter Immunization Information

+ Collect and Enter School Information

+ Order Birth Certificates and Medical Records as needed

+ Enter Relationship status in ORKids

+ Enter all Federal and AFCAR related information in ORKids

+ Update all case information such as addresses; whereabouts; gender; marital status; citizenship; date of birth; Race/Ethnicity; social security numbers

Disclosure and Redaction

+ Collect Copy, Distribute and Track documents/information to be disclosed upon request or as part of discovery in court related matters.

+ Assist case worker with Collection of case documents

+ Redact Confidential information as guided by the CAF Disclosure Analysis Guidelines (DAG) in consultation with CAF paralegals.

Case Opening; Transfers, Closings

+ Open, Transfer and Close cases for assigned unit.

+ Verify information required is in the case file and coordinate transfer of hard file.

+ Notify all relevant parties of case transfers

+ Assure all required paperwork for case files are completed in a timely manner when a new case is opened or at the point of transfer, either in or out of the unit. Such paperwork would include all Children's Father's questionnaire, ICWA 1270, Service Application 304, voluntary placement, medical releases, third party insurance verification SS415H, Release of Information 2100.

+ Process Petitions as necessary

On-going Case Duties

+ Filing of drop filing for cases

+ Scan documents and save in ORKids file cabinet for cases using correct naming conventions for each document

+ Scan in 501A's

+ Verify monthly bus pass request; fill out funding request if needed

Adoption Assistance

Process adoption assistance memo's from Central Office including:

+ Transfer of information from birth to adoptive case;

+ notify worker of action;

+ notify eligibility staff of action


The duties in this position include work with challenging and sometimes hostile clients; and continuous pressure to meet deadlines. Long periods of sitting at a computer terminal. As part of your job with Child Welfare you are expected to work competently within the agency's electronic information system (ORKids). Proficiency with Outlook email system and Microsoft programs are essential. You may be required to develop competencies in other software applications, depending on your job assignment.

Qualifications, Required & Requested Skills


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


An Associate's degree in Office Occupations or Office Technology;


Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.

College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.


+ Front desk reception experience

+ Experience explaining rules, regulations and procedures for a program/service

+ Experience with computers

+ Experience processing, entering, and/or verifying detailed data

+ Experience communicating with and resolving conflicts/disputes with clients or customers

+ Experience working with individuals of a diverse population.

Your answers to the supplemental questions must be reflected in your application work history. Only the candidates whose experience most closely match the qualifications and desired attributes of this position will be invited to an interview.

Additional Information

***Coming Summer of 2018***

The State of Oregon is implementing a new Human Resource Information System (HRIS), Workday. Workday will provide the latest technology in the areas of recruitment and retention.

The State of Oregon now requires an e-mail address be provided on all applications.

Applicant E-Recruit Help and Support:

This quick help guide can also be found on the State Jobs Page by clicking in the Applicant E-Recruit FAQ's then click on Applicant Profile Maintenance.

E-Recruit technical support: or call 855-524-5627 (toll free)

Information on Veterans' Preference points:

Questions and inquiries regarding this recruitment may be directed to:, Workforce Recruitment Consultant. Please be sure that you include the job post number.

DHS will communicate with all applicants via e-mail.

If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the DHS, Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.

Requirements for Child Welfare positions: Successful candidates for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following convictions are likely to result in being disqualified for this position: Felony Convictions, Computer theft, identify theft and fraud. CJIS Clearance is done at the conditional job offer.

DHS has a commitment to diversity, multiculturalism and community. We actively engage in recruiting and retaining a diverse workforce that includes members of historically underrepresented groups. The State of Oregon is committed to affirmative action and equal employment opportunities.

TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900 and ask the Telecommunications Assistant to connect you to 503-945-5698 (8:00 a.m. and 5:00 p.m. (Pacific Time) Monday through Friday). If you need an alternate format of the application or assistance to participate in the hiring process please contact our ADA Office at,


Core benefits

Medical, vision and dental insurance

+ Comprehensive medical, dental and vision plans for the employee and qualified family members

+ $5,000 in employee basic life insurance

Retirement benefits

+ Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)

+ Employer paid defined benefit and defined contribution programs

**Effective November 1, 2016, SEIU represented employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95%. Upon becoming a PERS participating member, SEIU employees pay the employee 6% contribution to PERS.

Paid leaves and other benefits

+ Sick leave earned at the rate of 8 hours per a month with no maximum accumulation

+ Vacation leave earned at a minimum rate of 8 hours per month with accrual rate increases at 5-year increments

+ 24 hours personal leave earned each fiscal year

+ Ten paid holidays a year

The state also provides access to an innovative Employee Assistance Program that offers work-life counseling, along with homeowner, legal and family resources.

Optional benefits

+ Term life (employee, spouse or domestic partner, and dependents

+ Long-term and short-term disability

+ Accidental Death and Dismemberment

+ Long-term care (self and eligible family members)

+ Flexible spending accounts

+ Option to enroll in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.

The following information describes typical benefits available for employees. Actual benefits received may differ by position or branch of government or be prorated for other than full time work.

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