About the role

Administrative Specialist 1 providing support to BOLI's Civil Rights Division in Oregon. Assisting with intake processes and maintaining case records to ensure compliance with civil rights laws.

Responsibilities

Serve as a primary point of contact for the public by responding to phone calls, emails, and in-person inquiries.
Provide information about civil rights laws, complaint processes, and agency services using established guidelines and reference materials.
Review and process incoming complaints and questionnaires to ensure completeness and eligibility for formal intake.
Assist individuals in completing required forms and understanding intake requirements.
Coordinate intake activities by routing, tracking, and documenting submissions in accordance with procedures.
Enter and maintain accurate case information in the case management system, including complaint data and supporting documentation.
Process case openings, closures, and correspondence, ensuring timely and accurate notification to all parties.
Support co-filing and case coordination with partner agencies such as EEOC and OSHA, including data entry and document management.
Maintain organized records and ensure all documentation meets records management and procedural standards.
Escalate complex or non-routine inquiries to appropriate staff or divisions.
Provide general administrative support, including mail handling, front desk coverage, and supply coordination.

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.
An equivalent combination of education and experience.
Experience providing customer service in a high-volume, virtual and public-facing environment.
Experience interpreting and applying procedures, and reviewing documents/forms for accuracy, completeness, and compliance.
Data entry experience with accurate record maintenance in databases and/or case management systems.
Experience processing administrative workflows (intake, case tracking, correspondence).
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and electronic records systems.
Experience handling confidential or sensitive information in compliance with policies and regulations.
Ability to follow detailed procedures with high accuracy in documentation and data entry.
Bilingual proficiency (English/Spanish) preferred for communicating with diverse populations.