Counselor Assistant; Administrative Specialist

Position Title

Counselor Assistant (Administrative Specialist
1)

As a Counselor Assistant, you will:

• Play a key role in supporting vocational rehabilitation services and ensuring clients have a positive experience.
• Provide customer service by addressing client questions, resolving concerns, and sharing accurate, up‑to‑date information about VR services.
• Assist clients throughout the application process, including gathering required information, scheduling appointments, and providing timely updates on their progress.
• Prepare, organize, and maintain case files; review client records; monitor service activity; and support counselors and the Branch Manager with a variety of administrative tasks.
• Manage purchasing and payment processes by coordinating with vendors, tracking expenses, and ensuring proper funding codes are used.
• Maintain accurate databases and records, process file transfers, and ensure all documentation complies with state and federal requirements.
• Coordinate day‑to‑day office operations, including staff scheduling, managing supplies and equipment, handling mail and email, and supporting opening and closing procedures.
• Support effective office functions and business acumen by training new staff, assisting with hiring activities, supporting meetings, and participating in committees and improvement projects.

• Valid driver’s license and acceptable driving record.
• 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.

• Experience reviewing and verifying billing invoices and service payments for accuracy.
• Experience handling confidential information while following organizational policies and ethical standards.
• Experience completing technical and administrative tasks such as data entry, preparing documents, scheduling, or managing records.
• Experience managing multiple tasks, deadlines, and stakeholders to complete work accurately and on time.
• Experience taking initiative, independently reviewing information to determine next steps, and solving problems.

• The work schedule is Monday to Friday, 8 am to 5 pm PT.
• Duties will be performed in the local office.
• Occasional travel is required to attend meetings and training as needed; travel may be local, statewide, or overnight.
• Work takes place in a typical office environment with frequent interruptions and changing priorities.

• ODHS Employee Resource Group communities that promote shared learning.
• Cost of Living Adjustments.
• Annual salary increases (up to the top of the listed salary range).
• Comprehensive benefits package.
• Possible eligibility for the Public Service Loan Forgiveness Program.