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Administrative Assistant 2 - Health Promotion and Wellness Programs 907-03-20

    • Job Tracking ID: 512378-728029
    • Job Location: Salem, OR
    • Job Level: Mid Career (2+ years)
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: March 23, 2020
    • 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 our Community Service Programs by becoming an important contributor for Agency services to our  consumers!

Recruitment #: 907-03-20

Location: Salem, Oregon

Closes: April 6, 2020 

Salary: Starting at $2,962 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.

 

 

General Description

 

Meets Agency Mission by providing administrative level support for the Manager of the Health Promotion and Wellness Programs, covering multiple programs, such as the Otago Exercise Program, Living Well with Chronic Conditions, Living Well with Diabetes, the Diabetes Prevention Program, and the Chronic Pain Self-Management Program.

 

Essential Functions

 

  1. Provide administrative support to the Manager of the Health Promotion and Wellness Programs as well as to contracted staff.

  2. Provide database management support to the programs by maintaining multiple databases

  3. Provide support to other network partners, contractors, and sub-contractors as directed by the Manager of the Health Promotion and Wellness Programs.

  4. Protect consumers and reduce Agency risk

  5. Provide excellent customer service in a professional manner

     

 

  1. Provide administrative support to the Health Promotion and Wellness Programs

 

  • Track, copy, file, draft, prepare, and proof contracts, agreements, correspondence, reports, newsletters, forms and other materials. 

  • Prepare mailings of newsletters, media releases, and provide general office support

  • Assist with scheduling, coordination and preparation for meetings, special events, trainings, and outreach activities, including preparation of materials, supplies, etc.

     

    2.  Provide database management support to the unit by maintaining multiple databases with accuracy and timeliness

 

  • Serve as the Unit point person for the submission of program data for claims processing, invoicing, outcome data collection and compilation, and contractual requirements as directed by the unit manager

  • Provide support for other database programs by searching our resources, verifying information, entering, updating and maintaining database, including researching, loading data, and running reports

     

    3.  Provide support to other network partners, contractors, and sub-contractors as directed by the Manager of the Health Promotion and Wellness Programs  

 

  • Serve as the primary data entry person for the central administrative office of the Oregon Wellness Network

  • Support the sub-contractors by entering their data in a timely fashion and answering any questions regarding status of their invoices or claims.  

 

  • Embrace and exhibit the Agency Mission and Core Values

  • Provide excellent customer service, meeting the needs of clients, following through, meeting deadlines, interacting with others in a respectful and culturally appropriate manner, and maintaining skills and knowledge to perform duties

  • Be aware of Agency and Oregon Wellness Network programs and services

  • Provide suggestions for improvement

     

    4.  Protect clients and reduce 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.

     

    5.  Provide excellent customer service in a professional manner

 

  • Apply the required knowledge and skills

  • Exhibit good decision making, problem solving and work habits

  • Meet quality standards in accuracy and timeliness

  • Follow policy and procedure

  • Exhibit good work habits

  • 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 toward clients, co-workers and others

 

 

Job-Specific Skills

  • Experience as an administrative assistant, including some research, writing, organizing, and coordinating

  • Good interpersonal skills with a variety of individuals

  • Intermediate to advanced knowledge of general office programs, such as word processing, publishing, advanced spreadsheets, data base management, etc.

  • Ability to manage multiple tasks, track and follow-through on assignments

  • Flexibility to change priorities and focus

  • Ability to maintain high confidentiality

  • Experience and knowledge of database programs, data entry, report generation and accuracy 

  • Ability to learn Oregon ACCESS, COMPASS, Solera, and other data management systems as required

  • Ability to learn and apply policies, regulations, requirements, rules around mandatory reporting, and privacy and confidentiality

 

General Skills

  • Good interpersonal skills

  • Ability to interact with others in a respectful and culturally appropriate way

  • Ability to work effectively with a wide variety of individuals and small groups

  • Presentation skills

  • Good judgment

  • Speak, read, write and understand English, and follow verbal and written instruction

 

 

 

Secondary Outcomes

None

 

Supervisory Responsibilities

None

 

Experience and Skills:

 

Minimum Qualifications

We will consider any combination of education and experience that shows the minimum knowledge, skills and abilities to perform the job. 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

 

 

Work Environment/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.  Will require occasional travel within the five county service area to assist with meetings, events, etc., help set up room/materials.   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: 907

Salary Range: R15

FLSA Status: Non-Exempt

Unit: Health and Wellness Programs

Location: Salem

Reports to: Project Manager, Long Term Care Innovation

Union Status:  Represented

Last revision: February 2020

 

 

 

 

 

 

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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