Job Description:

We look for people 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.

Ability to juggle helps in this position!

Greet the public, answer and route phones and general office support in a busy environment.

Recruitment #: 295-11-22

Closes:            Open Until Filled

Location:         McMinnville, OR

Salary:            Starting at $3,276 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

Provides reception and office support services to the agency. Job duties are of moderate scope and complexity. Knowledge of office practices and computer operation is required at entry. If bilingual, serves as an interpreter for the Agency to communicate with non-English-speaking, Spanish and/or Russian speaking clients.

Essential Functions

1. Completes clerical tasks
2. Performs data entry and maintains databases
3. Performs receptionist duties
4. Establishes and maintains logs, records, and files
5. Processes intra- and inter-agency case transfers
6. Processes payment requests for client transportation

 1.  Completes clerical tasks

• Issue EBT cards
• Complete billing forms
• Assemble application packets or other material
• Request provider numbers and process payment vouchers

 2.  Performs data entry and maintains databases

• Generate data as needed to produce invoices and payment vouchers
• Issue checks or special cash payments
• Performs financial clerical duties:
  • write receipts
  • deposits checks and client payments
  • reconcile issued EBT cards

 3.  Performs receptionist duties

• Answer the telephone and greet visitors
• Respond to inquiries and provide general information regarding programs and eligibility requirements
• Screen requests for service and route to appropriate staff
• Make simple referrals to other agencies and programs
• Receive, sort, and distribute daily mail and prepare outgoing mail

 4.  Establishes and maintains logs, records, and files

• Type agency correspondence, documents, and program-related material
• Purge files in accordance with agency guidelines
• Order and maintain inventory of office supplies, agency stationery, and forms

 5.  Processes intra- and inter-agency case transfers

• Routes cases transferring into the branch to the appropriate staff
• Prepares and mails cases that must be transferred out of the branch, to the correct branch

6.  Processes payment requests for client transportation

• Receives transportation requests and assists with scheduling medical transportation for eligible clients

Supervisory Responsibilities

None

Experience and Skills:

Minimum Qualifications - Experience and Education

A qualified applicant will have a minimum of three (3) years of equivalent work experience working in a similar capacity of work AND hold a High School diploma or GED.

The following qualifications meeting the minimum requirements will be considered:

·       Prefer that education is supplemented by secretarial/office training

·       Threeyears of progressively responsible secretarial or office experience using personal computers

(For Bilingual positions only)

·       Successful completion of a language proficiency test.

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 others
• Exhibit excellent interpersonal communication and listening skills
• 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, mandatory reporting, provider records, and investigations

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

• Use considerable skills to accomplish a variety of computer-based tasks including intermediate word processing, basic spreadsheet operations, intermediate database work, basic communication (e-mail), and other general office computer applications.
• Learn and apply general office practices such as confidentiality rules, employee records maintenance, client records maintenance, and agency policies and procedures applicable to the specific program and area of work
• 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.
• If bilingual, serves as an interpreter for the Agency to communicate with non-English speaking, Spanish and/or Russian speaking consumers.

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
• Serves 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

Office Specialist 2's 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 25 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: Office Specialist 2

Position Number: Varies

Salary Range: R15 

FLSA Status: Non-exempt

Unit: Varies

Location: Varies

Reports To: Program Manager

Union Status: Represented

Last Revision Date: January 2023 

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees may be required to perform other duties as assigned, including work in other agency unit/location to ensure workload coverage. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. Requirements are representative of minimum levels of knowledge, skills and abilities. To perform this job successfully, the employee will possess the abilities or aptitudes to perform each duty proficiently.