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Administrative Assistant 2 - APS & Licensing 150-06-18

    • Job Tracking ID: 512378-626086
    • Job Location: Salem, OR
    • Job Level: Mid Career (2+ years)
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: July 18, 2018
    • Years of Experience: 5 - 7 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 APS & AFH Units by becoming an important link to Agency services for consumers, providers, and staff!

Recruitment #:   150-06-18

Location:             Salem, Oregon

Closes:               July 13, 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 by providing advanced administrative level assistance to the Adult Protective Services and Licensing Unit.

Essential functions:

  1. Facilitates unit paperwork flow
  2. Supports Agency’s APS Unit operation
  3. Supports Agency’s Foster Home Unit operation
  4. Facilitates consumer safety
  5. Provides general level administrative support
  6. Facilitates confidence in Administrative Assistant, and therefore the Agency and programs
  7. Protects clients and reduces Agency risk
  8. Provides excellent customer service in a professional manner

1.  Facilitates unit paperwork flow

  • Coordinate and expedite APS and Licensing paperwork through entering and tracking data
  • Track APS workflow, covering all stages of the referral and investigation process from intake through closure and notification
  • Track Licensing workflow, covering initial Foster Home license application process, renewals, closure, corrective action reports, database management, etc.

2.  Supports Agency’s APS Unit operation

  • Input information into APS screening database
  • Generate regular and special reports on APS data
  • Produce graphs of various data from APS screening database
  • Monitor training completion and unit outreach activities

3.  Supports Agency’s Foster Home Unit operation

  • Serve as point of contact for providers and program staff in updating vacancy list
  • Initiate contact with providers as necessary
  • Maintain and regularly update Foster Home provider information
  • Convert documents for internet usage and coordinate with IT for update
  • Assist with scheduling, coordination and preparation for AFH Provider monthly orientations, workgroups and outreach activities as needed, including preparation of materials, supplies, etc.

4.  Facilitates client safety

  • Initiate, monitor and follow-up on background and criminal record checks for potential or current AFH providers and caregivers
  • Exchange sensitive background check and status information with Licensing
  • Follow current protocol for CRIMS or current background check system.

5.  Provides general level administrative support

  • Assist unit manager with tracking employee time and attendance
  • Maintain Unit’s leave calendar for business purposes
  • Serve as a contact for the public regarding general information questions and public disclosure files
  • Manage Agency donor database, keeping mailing lists and donor information up-do-date, generating Thank-You letters, organizing yearly mass mailing
  • Seek efficient ways to provide support to units by recommending and implementing process improvements
  • Prepare standard letters, compose correspondence
  • Prepare materials such as licensing/orientation packets
  • Mail, copy, file, and other general administrative tasks

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

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

7.  Protects clients 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 regulations.

8.  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 policy 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, internet research, mail, IM, desktop publishing, electronic scheduling, phones, copiers)
  • Exhibit a positive attitude towards clients, co-workers and others
  • Exhibit regular attendance to meet the demands of this job and provide necessary services

Secondary Outcomes


Supervisory Responsibilities


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
  • Know and commit to abide by rules governing consumer confidentiality, mandatory reporting, and disclosure of public records
  • Work effectively with a wide variety of individuals and small groups
  • Interact with others in respectful and culturally appropriate ways
  • Exhibit excellent interpersonal communication and listening skills
  • Use good judgment, courtesy, and tact
  • Speak, read, write, and understand English
  • Follow verbal and written instruction

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
  • 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
  • Ability to obtain certification to conduct background checks
  • 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.

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

Experience and Skills:

Minimum Qualifications

Any equivalent combination of education and experience, which demonstrates the knowledge, skills, and abilities required to perform the job will be considered; however, the following combination 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.
  • Ability to secure and maintain a driver’s license valid in the state of Oregon, or an acceptable alternative means of transportation.
  • Successful completion of a background check.
  • Ability to meet qualifications and certifications to conduct background checks.

Work Environment and Physical Demands

This job is performed primarily in the office, in a cubicle environment, using general office equipment and includes substantial sitting with noise and interruptions.  Willrequire occasional travel within the five county service area for meetings.    Travel requires driving an Agency car or employee car.

These essential outcomes require regular sitting, talking, hearing, computer use; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 35 pounds.

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

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Classification: Administrative Assistant 2

Position Number: 150

Salary Range: R15

FLSA Status: Non-Exempt

Unit: APS & Licensing

Location: Salem

Reports to: APS & Licensing Manager

Union Status:  Represented

Last revision: June, 2018


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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