Virtual Notary Jobs in Oregon (NOW HIRING)

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!

Step into a role where your skills make a real difference—support clients and counselors with essential casework assistance that strengthens our mission and improves outcomes.

As a Limited Duration Accommodation Aide (Administrative Specialist 1), you will work in our Portland office on 26th Avenue assisting Oregonians. Vocational Rehabilitation assists Oregonians with disabilities to achieve and maintain employment and independence.

Summary of Duties

As an Accommodation Aide, you will:

• Provide direct consumer support and technical casework assistance to both the Branch Manager and a Vocational Rehabilitation Counselor experiences being blind, including delivering accommodations to ensure effective job performance and client service.
• Describe visual information that is not accessible through screen-reader technology, and assist with forms, documents, charts, and other materials that cannot be independently reviewed using assistive software.
• Perform a variety of office support functions that require sound judgment, decision-making skills, and a solid understanding of applicable policies, procedures, and legal requirements.
• Serve as the primary accommodation aide for the Vocational Rehabilitation Counselor experiences being blind, while also delivering client support, managing casework-related tasks, and reviewing referrals and supporting documentation for completeness and accuracy.
• Provide accommodations such as reading printed or handwritten materials aloud, identifying signatures or visual fields on documents, describing visual elements in meetings or presentations, assisting with navigation of inaccessible software interfaces, and supporting completion of tasks requiring visual verification.

General duties performed in this role include:

• Processing records requests from multiple agencies in compliance with agency policies and client privacy rights. Collaborating with Vocational Rehabilitation Counselors to review tracking reports and ensure timely receipt of medical records for eligibility determination.
• Adhering to state and federal fiscal regulations, including delegated signature authority, contract administration, procurement procedures, and vendor verification and authorization. Supporting financial processes such as tracking and reissuing lost warrants and assisting with notarization when necessary.
• Providing direct, person-centered support to individuals with disabilities by guiding them through application processes and collecting documentation for Vocational Rehabilitation services.
• Maintaining ongoing communication with consumers via phone, written correspondence, and in-person interactions to offer follow-up services and monitor progress toward employment goals.
• Answering and managing a multi-line telephone system, responding to inquiries about Vocational Rehabilitation services, providing program information, and scheduling intake appointments as needed.

Minimum Qualifications

• 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

• Experience providing workplace accommodations and supporting colleagues to perform essential job duties.
• Demonstrated ability to work independently with strong organization, focus, and time-management skills.
• Proven background in high-volume, public-facing environments delivering high-quality customer service to diverse populations, including individuals with disabilities.
• Demonstrated strong verbal and written communication skills, effectively engaging with colleagues, leadership, partners, and the public across in-person, phone, and virtual settings.
• Skilled in using standard office technology and software, including computers, word-processing tools, and equipment such as TDD systems, printers, and fax machines.
• Experienced in managing sensitive information with discretion.
• Demonstrated knowledge in procurement processes, applying organizational policies and compliance standards.

Attention all candidates!

A cover letter is required. 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 include a cover letter that describes how your skillset and experience align with the responsibilities of this role. You must include a cover letter to be considered for this position.
• 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 State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.
• 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

• Provide direct support to a Vocational Rehabilitation Counselor who experiences being blind by describing visual information and assisting with documents and forms that are not accessible through available technology.
• Daily, work with a diverse group of program participants who have physical, mental and/or emotional disabilities.
• Work in a cubicle 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' and Oregon National Guard preference:
• Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.

General Information

• This is a Limited Duration, full-time position and is represented by the Service Employees International Union (SEIU).
• The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%.
• 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 Yvette Medford. Please include the REQ# when corresponding.
• Email: yvette.c.medford@odhs.oregon.gov
• Phone (call or text): 541-709-0306

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