Marion County Health and Human Services, Early Childhood Nutrition is recruiting for an Office Specialist 3. Do you have experience working with individuals over the phone, scheduling appointments, problem solving. Are you comfortable running reports and compiling and analyzing data. If you want to be part of a diverse team, increase your skills and responsibilities, this may be the role for you.
GENERAL STATEMENT OF DUTIES
Performs administrative support activities of a complex or technical clerical nature, which requires advanced skills, independent judgment and discretion; acts as lead worker of a specific clerical function overseeing the work of others; and performs other related duties as assigned.
Works under the general supervision of a supervisor/manager or professional employee, who assigns work, establishes goals, and reviews results obtained for compliance with department and program policies, procedures and goals.
Supervision of other employees is not a responsibility of positions in this classification; however, exercises lead direction over other clerical or office staff.
Typical Duties - Duties include, but are not limited to the following
This position provides services to monolingual Spanish-speaking individuals; therefore, fluent bilingual Spanish/English skills are required.
Clerical support for Early Childhood Nursing staff
Provides clerical support for Early Childhood Nursing staff.
Accept confidential client referrals by telephone, mail, and fax. Contact the referring agency/person making referral for further information if needed.
Contact clients to reschedule appointments when needed.
Enroll new clients to Sales Force and DrCloud and update as needed.
Make necessary updates to THEO as needed.
Support supervisor with running reports.
Verifies OHP coverage via the MMIS website.
Assist with other reports regarding MCH data as needed.
Researches and verifies client information by querying multiple computer programs.
Liaison with the billing team to problem solve data entry/billing issues.
Reconcile billing invoices, verify services, verify insurance coverage, and amount of billing.
Coordinates work orders for staff as needed.
Assist in posting policies and procedures for Early Childhood and retains file containing such information.
Schedules rooms as needed for staff in Early Childhood Nursing area.
Manage maintenance schedules for county cars.
Sets up and connects audio/visual equipment for webcasts, webinars, and video/web meetings.
Create and update forms as needed for service area.
Orient new staff in use of telephone, voice mail and telephone tree. Update telephone tree and voice mail as staff changes occur.
Provides training support, monitors progress, and gives tasks to temp staff/students/volunteers as needed.
Problem solves telephone, maintenance, or other issues for the team.
Update staff phone lists and rotation plans rosters as needed.
Assist in staff access to hospitals EMRs.
Attends team meetings, takes attendance, records, and distributes meeting minutes.
Submits work orders through County Facilities system.
Collects and distributes incoming mail from Administration, daily.
Delivers outgoing mail to Administration for postage, daily operation of motor vehicle.
Copy machine maintenance, liaison to Cannon.
Liaison to State THEO application support for questions regarding THEO policy and procedures.
Order pamphlets, office supplies, medical supplies, and other needed items as appropriate including picking up supplies as needed.
Order department supplies from Office Depot/Amazon (using online ordering system and assigned P-card) and outside vendors.
Enters P-card purchase information into WORKS, submit monthly spend summary, checks for completeness and supervisor’s signature on transactions log (or approval/authorization from) and monthly report. Also, requests PO’s as needed.
Assures that items are priced correctly and charged to the proper cost center /account number.
Request new purchase orders as needed for purchasing goods and supplies.
Receives and routes invoices to Program Supervisor for sign off, then submits to Admin for payment.
Collect, audit, and submit bi-weekly timesheets to supervisors for review and signature.
Print and distribute bi-weekly time sheets.
Distribute paychecks/deposit vouchers and maintain confidentiality.
Other job duties as assigned by your supervisor.
Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.
Requirements for the Position
EXPERIENCE AND TRAINING
Graduation from high school, or equivalent; AND
Two years of general office experience; including one year of experience utilizing a variety of computer software programs; OR
Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.
Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.
The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.
This position provides services to monolingual Spanish-speaking individuals; therefore, fluent bilingual Spanish/English skills are required. An additional 5% will be added to the hourly wage as compensation for this skill. Finalist will be required to pass a verbal and written Standardized Spanish/English Fluency Assessment as part of the hiring process.
This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
This position is represented by a union.
This is a full-time position, which is eligible for overtime.
Typical Work Schedule: Monday through Friday, 8:00 am - 5:00 pm flexibility depending upon the needs of the department and program.
KNOWLEDGE, SKILLS, AND ABILITIES
Considerable knowledge of accepted modern office practices, procedures and techniques; English composition, spelling, and grammar; arithmetic, clerical/accounting principles and processes; Some knowledge of techniques of supervision and training; concepts and techniques of prioritizing/organizing work; applicable program policies and procedures and/or rules, regulations and statutes depending upon assignment of duties and responsibilities.
Substantial skill and ability to independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies; meet and assist the public, staff, clients, and other personnel of other businesses in a courteous, professional manner; comprehend and adhere to stated oral and written instructions, communications and procedures; apply principles, policies and procedures to specific work assignments; provide training to others; give and prioritize work assignments.
PHYSICAL REQUIREMENTS Operates a motor vehicle; stands; sits; moves about the work area; bends forward; lifts up to 50 lbs.; pushes or pulls 20 lbs.; moves carts weighing up to 75 lbs.; carries up to 50 lbs.; operates a keyboard; distinguish colors and shades; speaks clearly and audibly; reads a 12-pt. font; hears a normal level of speech; may work in areas with dust; may be exposed to office chemicals such as toner.
PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.
Applicants are eligible to use Veterans’ Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.
DOCUMENTS REQUIRED FOR VETERANS’ PREFERENCE
One of the following:
MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
In addition to one of the above documents, Disabled Veterans must also submit one of the following:
A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.