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 the ADRC Unit by becoming an important link to Agency services for consumers, providers, and staff!

Recruitment #: 141-10-22

Location: Salem, Oregon

Closes: October 17, 2022

Salary: Starting at $3,150 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, Vision and Core Values by providing advanced-level administrative support for the Aging and Disability Resource Connection (ADRC) Team.

Essential functions:

1. Provides advanced-level administrative support
2. Supports the workload of the ADRC Team
3. Supports the ADRC Manager
4. Facilitates confidence in Administrative Assistant, and therefore the Agency
5. Protects consumers and reduces Agency risk
6. Provides excellent customer service in a professional manner

1.    Provides advanced-level administrative support

• Track, copy, file, draft, prepare, and proof documents, spreadsheets, reports, forms, folders, and other materials
• Create electronic copies of items and convert documents for internet usage
• Proof-read, update, and maintain the agency’s publication materials and ADRC outreach stock materials
• Create electronic workflow forms, templates, and procedure guides
• Assist with the scheduling, coordination, and preparation for meetings, special events, and outreach activities
• Assist with the scheduling, coordination, and preparation for ADRC quality assurance activities
• Enter data into and export from multiple systems, as needed, including, but not limited to, Oregon ACCESS, RTZ (ADRC), MMIS, ONE and TASC.

2.    Supports the workload of the ADRC Team

• Update and communicate ADRC assignment information
• Assist with processing internal referral documentation and worker assignments from the general information proxy email
• Respond to and follow-up to email inquiries from consumers, community partners and state personnel
• Process, track, and assign Nursing Facility (Pre-Admission and Private Assessment) screening referrals
• Prepare mailings and provide assistance with the ERC mailing and FCSP Newsletter updates updates.

3.    Supports the ADRC Manager

• Provide initial training and orientation to the ADRC processes and workload for new ADRC Specialists
• Assist with the scheduling of meetings
• Monitor mandatory training completion
• Create monthly ADRC coverage calendar
• Serve as a contact for the public regarding general information questions
• Collaborate with ADRC Specialists and Unit Manager to capture and present new processes and procedures in visual aid format
• Seek efficient ways to provide support by recommending process improvement
• Provide administrative support previously identified
• Other assistance as needed

4.    Facilitates confidence in Administrative Assistant, and therefore the Agency

• Embrace and exhibit the Agency Mission, Vision, and Core Values
• Provide excellent customer service
• Meet the needs of internal and external consumers, following through, and meet deadlines
• Interact with others in a respectful and culturally appropriate manner
• Maintain the skills and knowledge necessary to perform duties
• Provide suggestions for improvement
• Be aware of Agency programs and services

5.    Protects consumers and reduces 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

6.    Provides excellent customer service in a professional manner:

• Apply the required knowledge and skills
• Exhibit good decision making and problem solving
• Meet quality standards in accuracy, timeliness, and exhibit good work habits
• Follow policies and procedures
• Work independently, seeking and offering assistance when needed
• Exhibit technology skills related to the work needing to be done, (word processing, spreadsheets, database, PowerPoint, internet research, mail, IM, desktop publishing, electronic scheduling, phones, copiers)
• Exhibit a positive attitude towards consumers, co-workers and others
• Exhibit regular attendance to meet the demands of this job and provide necessary services

Job-specific skills and knowledge

• 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 a wide variety of individuals and small groups
• Interact with others in respectful and culturally appropriate ways

• 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 and mandatory reporting

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

• Prioritize own work
• Multi-task, track, and follow-through on assignments
• Work well with manager and provide support, at times, from a distance
• Be flexible to change priorities and focus
• Present information
• Perform excellent research, writing, organizing, coordinating, database management, and reporting
• Demonstrate intermediate to advanced knowledge of general office programs, such as Microsoft Office Word, Excel, PowerPoint, etc.
• Maintain high confidentiality

• 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

Experience and Skills:

Minimum Qualifications – Experience and Education

A qualified applicant will have a minimum of four (4) years of equivalent combination of education and/or experience which demonstrates the knowledge, skills and abilities required.  The following is preferred but all qualifications meeting the minimum requirements will be considered:  

• Bachelor’s degree in office technology, business administration, or any related field
• Work experience in general administrative support activities
• Any combination of related education and relevant work experience equaling at least 4 years.

Work Environment and Physical Demands

Administrative Assistants 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
• Travel to consumers’ homes or care settings to meet with consumers (in an agency or personal vehicle)
• 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: Administrative Assistant 2

Position Number: TBD

Salary Range: R15

FLSA Status: Non-Exempt

Unit: Community Programs

Location: Salem

Reports to: ADRC Manager

Union Status:  Represented

Last revision: October, 2022

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.