Administrative Specialist 2

. Coordinate and escalate feedback and concerns received by the OHA Ombuds Program .

Posted 10/24/2026full-timePortland • Oregon • United StatesMid-LevelSenior💰 $4,312 - $5,988 per monthWebsite

Key responsibilities & impact

Coordinate and escalate feedback and concerns received by the OHA Ombuds Program
Evaluate and triage information and referrals across the agency and its programs
Provide data management and Ombuds reporting using REMA, a Microsoft Dynamics CRM tool
Conduct daily case intake and determine whether concerns fall within Ombuds Program scope
Track and assign OHA Ombuds case work
Perform data analysis, data integrity oversight, and data dictionary management
Prepare monthly and quarterly Ombuds work reports
Manage OHA Ombuds Program team trainings and meetings
Provide administrative, operations, client, and program support to Ombuds teams
Use case management software to track work, protect private health information, improve reporting, and centralize feedback
Interpret and apply Ombuds policies, ORS 414.712, Medical Assistance Program rules 410-120-000, and other laws and procedures
Manage non-Medicaid referrals, case follow-up, and closure
Create, review, and evaluate program metrics and measures
Synthesize information and insights from programs, OHA divisions, federal agencies, community providers, councils, and individuals
Identify issues, negotiate solutions, improve processes, and integrate community feedback into OHA operations and policy
Develop Power BI reporting metrics supporting person-centered agency responsiveness

What you’ll need

Three years of secretarial or administrative support experience including coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis
OR an associate degree in general office occupations and two years of qualifying secretarial or administrative support experience
OR an equivalent combination of education and experience
In-depth knowledge of the Medicaid eligibility process desired
Excellent written and verbal customer service skills
Ability to manage multiple tasks and irate or hostile members
Ability to organize and prioritize work, meet deadlines, and tolerate changing work demands
Outstanding written and oral communication skills
Proficiency in Word, Excel, and PowerPoint
Independent judgment, decision-making, and problem-resolution skills
Skill in interpreting laws, rules, policies, and procedures
Experience working within a case management software system desired
Ability to conduct time-sensitive daily intake and review of work
Spanish-English and/or other bilingual skills preferred
Employment contingent upon a criminal records check meeting OHA criteria
Must complete I-9 documentation and confirm authorization to work in the United States within three days of hire
Position does not provide visa sponsorship

Comp & perks

Excellent, low-cost medical, vision, and dental coverage for you and your family
Optional life insurance, disability coverage, deferred compensation, and FSA options for health and childcare
11 holidays
3 personal days
Monthly sick leave
Vacation accrual starting at 8 hours/month
Potential eligibility for the Public Service Loan Forgiveness Program
Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)
Training and development opportunities
Hybrid/remote work with significant work-from-home flexibility
Eligible veterans and Oregon National Guard servicemembers may receive candidate preference