Office Specialist Job Vacancy in NorthWest Senior and Disability Services McMinnville, OR – Latest Jobs in McMinnville, OR

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Company Name : NorthWest Senior and Disability Services
Location : McMinnville, OR
Position : Office Specialist

Job Description : Office Specialist 2 – 408-03-22
Job Tracking ID: 512378-810353
Job Location: McMinnville, OR
Job Level: Mid Career (2+ years)
Level of Education: High School/GED
Job Type: Full-Time/Regular
Date Updated: March 14, 2022
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.

Ability to juggle helps in this position!

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

Recruitment #: 408-03-22

Location: McMinnville, OR

Salary: Starting at $2,857 per month with excellent benefits. (See below.)

Closes: March 28, 2022

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

Completes clerical tasks
Performs data entry and maintains databases
Performs receptionist duties
Establishes and maintains logs, records, and files
Processes intra- and inter-agency case transfers
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

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

High school diploma or GED
Prefer that education is supplemented by administrative office training
Three (3)years of progressively responsible secretarial or office experience using personal computers
If bilingual, ability to successfully demonstrate the required level of proficiency for bilingual duties.
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: R13 (R14 if bilingual)

FLSA Status: Non-exempt

Unit: Varies

Location: Varies

Reports To: Program Manager

Union Status: Represented

Last Revision Date: August 2016

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.

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