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Office Specialist 2 - Intellectual & Developmental Disabilities

companyMarion County
locationSalem, OR 97308, USA
PublishedPublished: 2/10/2024
Social Work

Marion County Health & Human Services is searching for an experienced support staff to join our Intellectual & Developmental Disabilities team of Office Specialists. Primary duties will include support for our Oregon Needs Assessment (ONA) team as well as backup duties for other Office Specialists. If you have clerical experience and would like to join our team, please apply today!

GENERAL STATEMENT OF DUTIES
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures; performs related work as required.

SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.

Typical Duties - Duties include, but are not limited to the following

Team Support:

  • IDD Oregon Needs Assessment (ONA) Team Support: Including but not limited to, maintaining, and updating ONA appointment calendars including Assessors with availability and required demographic information.
  • Assigning ONA Assessor team member to appointments and completing appointment setup process.
  • Sending mandatory letters two months prior to ONA date.
  • Meeting assistance and/or attendance.

Records/Administrative Support and Team Backup:

  • Backup and coverage for Office Specialist 2 and Office Specialist 1 duties.
  • Utilizes County and State software programs (Outlook 365, Excel, Raintree, Laserfiche, eXPRS)
  • Assists with Records team email. Assign/color code to correct team members, complete records requests, and other tasks as assigned.
  • Scanning and filing into Laserfiche client files.
  • Front desk duties (open/close, telephone, front desk assistance, vehicle key check-out, mail distribution and pickup, form assistance, conference room schedules, fishing licenses, etc.)
  • Participate in team huddles and monthly meetings.
  • Maintains confidentiality in accordance with HIPPA Laws.

Other 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

  • High school diploma, or equivalent; AND
  • One year of general office experience; OR
  • Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.
  • SPECIAL REQUIREMENTS

    • The finalist for this position will be required to pass a criminal history background check, including finger printing; however, conviction of a crime may not necessarily disqualify an individual for this position.
    • 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 assignment is represented by a union.
    • This is a full-time position, which is eligible for overtime.
    • Typical Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department.

    KNOWLEDGE, SKILLS, AND ABILITIES
    Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar.

    Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.
    PHYSICAL REQUIREMENTS
    Sits; stands; moves about the work area; bends forward; reach overhead; stoops; lifts up to 35 lbs.; carries items up to 15 lbs.; moves carts weighing up to 30 lbs.; pushes and pulls items weighing up to 7 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12-pt. font; hears a normal speech level; distinguishes colors and shades; may be exposed to dust, office chemicals such as formaldehyde from records and toner for copiers and fax machines.

    Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

    Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, click here. For a complete and detailed overview of the MCEA benefits package, click here, and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.

    Salary and benefits are subject to union contract negotiations and may change as a result.

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