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Administrative Assistant 2 - Area Program Manager 248-12-17

    • Job Tracking ID: 512378-602283
    • Job Location: McMinnville, OR
    • Job Level: Mid Career (2+ years)
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: January 09, 2018
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

We look for individuals in our organization who are passionate about our mission and values, and providing excellent customer service.

We value our employees, working closely with them to help them be successful. We value the people we provide services to, ensuring they receive the highest quality of customer service.

Apply your skills in coordinating administrative workflow in support of the Operations Unit by becoming an important link to Agency services for consumers, providers, and staff!

Recruitment #: 248-12-17

Location:           McMinnville, Oregon

Closes:               January 12, 2018 

Salary:               Starting at $2,854 per month with excellent benefits! (See below.)

Agency Sponsored: Medical/Dental 100% paid for employee and 90-98% for dependents: generous Paid-time off, Public Employee Retirement (PERS), Employee Assistance Plan, Long Term Disability, great culture.

Employee paid: Deferred Compensation, Life Insurance, Short Term Disability, Colonial Life Supplemental Plans, Legal Shield.

Purpose of Job

Meets Agency Mission, Vision and Core Values by providing advanced administrative level support for the Area Program Manager and Program Managers.


Essential functions:

  1. Provides advanced-level administrative support

  2. Supports the workload of Area Program Manager and Program Managers

  3. Facilitates confidence in Administrative Assistant, and therefore the Agency and programs

  4. Protects consumers and reduces Agency risk

  5. Provides excellent customer service in a professional manner

Provides advanced-level administrative support

  • Track, copy, file, draft, prepare, and proof documents, spreadsheets, reports, forms, folders, and other materials
  • Run reports from various systems and databases
  • Create spreadsheets, databases, reports and convert data to graphs and charts
  • Enter data into and export from multiple systems
  • Assist with the scheduling, coordination, and preparation for meetings, workgroups and other activities including preparation of materials, supplies, etc. that support the Area Program Manager and Program Managers
  • Seek efficient ways to provide support by recommending process improvement

Supports the workload of Area Program Manager and Program Managers

  • Run reports and export data from multiple systems, including, yet not limited to Oregon ACCESS, EDMS, DHS Mainframe, iLearn, CA View, OBI, and Pre Manage

  • Analyze reports and verify data with other sources of similar and relevant data

  • Identify and research conflicting information, alerting manager to request information and helping to coordinate follow up communication

  • Monitor training completion

  • Provide administrative support previously identified
  • Prepare and Conduct Home Care Worker orientations in Marion, Polk, and Yamhill counties
  • Provide application materials and instructions to potential Home Care Workers, and accept application materials

  • Act as a reserve for backup support with accepting, processing and monitoring initial and ongoing background checks for Home Care Workers

  • Complete special projects as needed
  • Provide other administrative assistance as needed

 Facilitates confidence in Administrative Assistant, and therefore the Agency

  • Embrace and exhibit the Agency Mission, Vision, and Core Values
  • Provide excellent customer service
  • Meet the needs of internal and external consumers, following through, and meet deadlines
  • Interact with others in a respectful and culturally appropriate manner
  • Maintain the skills and knowledge necessary to perform duties
  • Provide suggestions for improvement
  • Be aware of Agency programs and services

 Protects consumers and reduces Agency risk

  • Follow policies, regulations, and requirements of program and Agency
  • Provide documentation as set forth by Federal, State, funding regulations, and Agency policy
  • Serve as a Mandatory Reporter of suspected abuse of vulnerable populations as required by policy and regulation
  • Maintain and share information according to privacy policies and regulations

Provides excellent customer service in a professional manner:

  • Apply the required knowledge and skills
  • Exhibit good decision making and problem solving
  • Meet quality standards in accuracy, timeliness, and exhibit good work habits
  • Follow policies and procedures
  • Work independently, seeking and offering assistance when needed
  • Exhibit technology skills related to the work needing to be done, (word processing, spreadsheets, database, PowerPoint, internet research, mail, IM, desktop publishing, electronic scheduling, phones, copiers)
  • Exhibit a positive attitude towards consumers, co-workers and others
  • Exhibit regular attendance to meet the demands of this job and provide necessary services

Experience and Skills:

Minimum Qualifications

Experience and Education

Any equivalent combination of education and experience which demonstrates the knowledge, skills, and abilities required will be considered. However, the following is preferred:

  • Associate degree in office technology, business administration, or other related studies

  • Plus 4 years of progressively responsible experience in general administrative support activities

Knowledge, Skills, and Abilities

The successful applicant must have the following general skills, including the ability to:

  • Understand and interpret applicable policies and apply them to problem-solving and decision-making in order to serve external and internal customers
  • Understand and respond to requests from internal and external customers, social service professionals, and the general public
  • Apply the knowledge and skills in a timely, accurate, and efficient manner to meet deadlines
  • Work effectively with a wide variety of individuals and small groups

  • Exhibit excellent interpersonal communication and listening skills
  • Interact with others in respectful and culturally appropriate ways

  • Use good judgment, courtesy, and tact
  • Speak, read, write, and understand English
  • Follow verbal and written instruction
  • Know and commit to abide by rules governing consumer confidentiality and mandatory reporting

 The successful applicant must have the following job-specific skills and experience, including the ability to:

  • Prioritize own work

  • Multi-task, track, and follow-through on assignments

  • Work well with manager and provide support, at times, from a distance

  • Be flexible to change priorities and focus

  • Be comfortable and confident presenting information to small and large groups

  • Perform excellent research, writing, organizing, coordinating, database management, and reporting

  • Demonstrate intermediate to advanced knowledge of general office programs, such as Microsoft Office Word, Excel, PowerPoint, etc.

  • Maintain high confidentiality

  • Use extensive business-English skills (grammar, spelling, and punctuation) and math skills
  • Operate a personal computer, copier, fax machine, phone, and general office equipment, etc.
  • Ability to obtain certification to conduct background checks

 Other requirements

The successful applicant must have the following skills, including the ability to:

  • Support the agency’s mission, ethics, and values
  • Secure and maintain a valid driver’s license in the state of Oregon, or an acceptable alternative means of transportation
  • Commit to regular attendance as it is required to meet the demands of this job
  • Pass a criminal background check successfully
  • Maintain and share information according to privacy regulations
  • Serve as a mandatory reporter of suspected abuse of vulnerable populations as required by policy and regulation
  • Complete necessary work as assigned

Work Environment and Physical Demands

Administrative Assistants typically work in an office environment. They must be able to:

  • Use a computer, telephone, and other office equipment

  • Tolerate and be able to work where the noise level is that of a typical office

  • Encounter frequent interruptions throughout the work day

  • Regularly sit, talk, or hear

  • Use repetitive hand motions

  • Handle objects and sustain a sense of touch

  • Stand, walk, reach, and bend

  • Lift up to 35 pounds

Contact with the public in home or office environments may risk exposure to people with contagious diseases or irrational/hostile behavior and contact with domestic animals.                

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Classification: Administrative Assistant 2

Position Number: Varies

Salary Range: R15

FLSA Status: Non-Exempt

Unit: McMinnville

Location: McMinnville

Reports to: Area Program Manager

Union Status:  Represented

Last revision: November, 2017



This job description is a general guide for the job to be performed and does not cover everything. Employees may be required to perform other duties, including covering for, and in, other offices. Employees are expected to follow and perform other job-related duties requested by their manager.


Reasonable accommodations will be made as needed.


Job descriptions are subject to change.


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