Office Specialist 2 - job 3 of 3

OPPORTUNITY AWAITS! Join us at the forefront of OEP, where your daily contributions in office support and administration will shape the experience of every visitor and enhance the efficiency of our executive teams!

SUMMARY OF DUTIES

In this position, you will be responsible for the daily office support, administrative, and records tasks for APD, SSP, and OEP staff composed of Eligibility workers, Adult Protective Service workers, home care worker registry, Case Managers, and supervisors. This position sits at the front desk and welcomes individuals into the secured area, coordinates mail, reviews records and information and takes actions based on protocols and procedures. This position assists with scheduling, note taking from meetings, following up on action items, and supporting staff and community connections. This position engages directly with OEP executive teams. This position is not eligible for a remote schedule.

Administrative and Clerical Support:

• Greets customers and providers in person and on the telephone.

• Answers and directs incoming phone calls to the appropriate worker, department, or office.

• Takes and routes messages/initial contact and information to appropriate staff.

• Answers general questions about APD, SSP, and OEP programs.

• Maintains Professional and congenial relationships with clients, the public, and all branch staff.  Keep manager informed of problem areas/offer solutions.

• Provides appropriate applications, paperwork, and instructions.

• Accepts applications, verification, and scan/copy documents, as necessary.

• Makes referrals to community resources and services as appropriate. 

• Establishes and maintains program-related administrative support standards, procedures, and workflow.

Record Processing/Technical:

• Uses long-term care system, Oregon Access, in conjunction with ONE and other computer files/screens to obtain client information regarding status of benefits/services.

• Uses ONE system to schedule or reschedule appointments with Oregonians.

• Assists providers with questions regarding Provider Time Capture (PTC) system and other payment methods.

• Issues temporary medical cards to clients using the MMIS system.

• Issues and receives EBT cards; helps clients resolve EBT card problems; and ensure the security, control, and maintenance of the EBT process is in place.

• Operates and maintains office equipment and miscellaneous copying, filing, and faxing as assigned.

• Manages received documents through ONE and/or Laserfiche by sorting, scanning, and categorizing forms into the appropriate system.

Learn more about our programs, as your work providing services will be through the Aging & People with Disabilities Program (APD), Self-Sufficiency Program (SSP) and the Oregon Eligibility Partnership (OEP). 

WORKING CONDITIONS

Work is performed in the office Monday – Friday, 8am – 5pm. Works primarily at the front desk in a general office environment. This position is expected to be onsite most of the time. This position works as part of a cross-departmental team. Physical working conditions normally consist of those in a standard office environment. Considerable use of a computer is involved and requires the ability to sit for long periods of time. Must be able to lift and carry 40 lbs. (approximate weight of a box of paper). Occasional pressured situations may develop which require positive response by the employee. May be required to travel in inclement weather conditions and overnight. Job may be fast paced with high volume of client contact, computer data entry and paperwork. The employee may be required to work a flexible work schedule as a condition of employment. This is understood to mean that the hours of work may vary from day to day and include evenings and weekends. Report to work as scheduled. Work schedule specifics will be determined by the hiring supervisor and are subject to change based on business and staffing needs. Work will be done in the office, remotely, and within the community. Office environment work may have frequent customer contact while stationed at the front desk.

MINIMUM QUALIFICATIONS

• Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents.

OR

• An associate degree in any field.

OR

• An equivalent combination of education and experience.

ESSENTIAL ATTRIBUTES

We are looking for candidates with:

• Experience scheduling appointments for people in crisis in an environment with a high volume of tasks and completing deadlines.

• Experience working within an environment requiring strong de-escalation skills, including working with a diverse population.

• Experience asking probing, empathetic questions that help uncover the services or support that best meet the customer’s needs, while providing reassurance and understanding throughout the conversation.

• Experience working with a variety of software and/or databases to manage and retrieve client information and complete administrative tasks.

• Proven ability to learn new tasks, processes, and systems effectively and efficiently.