Job Description:

We look for individuals to join 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 multi-task helps in this position!

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

Recruitment #: 300-11-22

Location:         Warrenton, OR

Salary:            Starting at $3,120 per month with excellent benefits. (See below.)

Closes:            Open Until Filled

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

Job-Specific Skills Needed to Meet Agency Expectations

• 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.

General Skills Needed to Meet Agency Expectations

Must be able and willing to perform the following:

• Support the agency mission and exemplify its core values—integrity, professionalism, service, and compassion
• Serve as a mandatory reporter of suspected cases of neglect, exploitation, and abuse of vulnerable populations as required by policy and regulation, and make the appropriate referral to a responsible agency such as Child or Adult Protective Services Units
• Interact and work effectively with others in a team to deliver services to consumers
• Demonstrate good interpersonal communication skills through written, verbal, and nonverbal communication
• Use sound organizational skills to meet deadlines in a timely, accurate, and efficient manner
• Speak, read, write, and understand English and follow verbal and written instruction
• Perform other work as assigned by the supervisor

(For Bilingual positions only)

Ensure Non-English speaking consumers receive services

• Communicate with and provide services to consumers whose primary language skills are non-English
• Serve as an interpreter for the Agency in the identified language pair, including oral and written, interpreting and explaining forms, rules, policies, etc. 
• Translate written materials

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
• Three years of progressively responsible secretarial or office experience using personal computers

(For Bilingual positions only)

• Successful completion of a language proficiency test.

Work Environment and Physical Demands

Office support specialists typically work in an office environment. They must be able to:

• Use a computer, telephone, and other office equipment
• Need to tolerate and be able to work where the noise level is that of a typical office
• May encounter frequent interruptions throughout the work day
• Are regularly required to sit, talk, or hear
• Use repetitive hand motions
• Must be able to handle objects and sustain a sense of touch
• Must be able to stand, walk, reach, and bend
• Must be able to lift up to 20 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.

Other Requirements

To be successful, candidates must:

• Secure and maintain a valid Oregon driver’s license or have an acceptable alternative means of transportation
• Attend work regularly to meet the demands of this job and to provide necessary services
• Complete and pass a criminal background check

Supervisory Responsibilities

None.

Classification: Office Specialist 2

Position Number: Varies

Salary Range: R13 (R14 if bilingual)

FLSA Status: Non-exempt

Unit: Varies

Location: Varies

Reports To: Program Manager

Union Status: Represented

Last Revision Date: November 2022

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.