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:
- Provides advanced-level administrative support
- Supports the workload of the ADRC Team
- Supports the ADRC Manager
- Facilitates confidence in Administrative Assistant, and therefore
the Agency
- Protects consumers and reduces Agency risk
- 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