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Receptionist/Office Specialist 2 (Grants Pass)

Company

Department of Human Services
Address , Grants Pass, Or
Employment type FULL_TIME
Salary $2,823 - $4,073 a month
Expires 2023-06-24
Posted at 1 year ago
Job Description
Initial Posting Date:
04/18/2023
Application Deadline:
05/02/2023
Agency:
Department of Human Services
Salary Range:
$2,823 - $4,073
Position Type:
Employee
Position Title:
Receptionist/Office Specialist 2 (Grants Pass)
:
Receptionist - Office Specialist 2 (Grants Pass / REQ-125733)
Salary Range: $2823 - $4073
Grants Pass office

We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the
Equity North Star
as our guide toward our vision of an agency free of discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply.

Do you want the opportunity to match the needs of people in the community with available federal, state and local programs or other resources to meet those needs? Do you want to be part of a diverse workforce that collaborates and learns from each other to improve services that supports the elderly, people with disabilities and communities? Then, we want to hear from you!

Aging and People with Disabilities (APD), part of the Oregon Department of Human Services, is seeking a dedicated and compassionate individual for a Receptionist/Office Specialist 2.
Oregon Department of Human Services (ODHS), A place to belong and make a difference!
  • Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS’ overall mission and vision.
  • Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and competitive benefits packages including health, dental, vision and much more!
  • When you join the ODHS, you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.

ABOUT THE PROGRAM
Click here
to learn more about Aging and People with Disabilities.

YOUR DUTIES AT A GLANCE:
In this position, you will provide a variety of office support service to the branch, workers, and clients. This position is the first contact made by clients, providers, and the general public with our agency. A professional manner and a customer service outlook are important.
The major areas of support include receptionist, telephones, general office, computer entry, and some financial functions. These efforts enable staff to achieve the organization's mission. The branch provides social and financial services to Title XIX seniors and adults with disabilities. The office is open from 8am-5pm, Monday through Friday. The needs of the public need to be adequately served.
Major duties include:
  • Create Plan of Care lines for in-home contract agencies payments. Process prior authorizations for Home Delivered Meals Program, Emergency Response Systems and Community Health Supports RN (CRNs) payments.
  • Issue EBT cards and execute EBT process accurately including narration in case and appropriate electronic coding. Maintain logs and reconcile issuances daily.
  • Gather, sort, prepare all incoming and outgoing office mail. Upload and create tasks in ONE for incoming mail. Process undelivered returned mail, notify workers and resend returned mail to clients when appropriate.
  • Keep the reception area neat and clean; replace brochures and informational materials. Order to maintain supplies of such. Put up closure notices for holidays. Monitor lobby activity and building access; do not allow unknown persons into the work area and alert the supervisor of any disturbances in the reception area immediately.
  • Accurately receipt-in all money submitted to the branch office and process appropriately.
  • Work at a fast-paced reception desk and front office area to answer phones and greet the public. Provide information about services available. Ask clarifying questions to determine the best person to receive phone calls, assist consumers or refer to other community service agencies. Assist people calling in via the Relay.
  • Assist applicants with electronic applications and paperwork, checking for accuracy and completeness. Answer applicant questions regarding community programs and resources.
  • Provide temporary medical cards for clients as requested.
  • Review applications, SSD 736 In-Home Services Enrollment, and I-9 form, for completeness, determining the need for additional information.
WORKING CONDITIONS
This position works primarily at a desk in a general office environment. Very limited physical exertion. Frequent contact with agitated, hostile clients; exposure to communicable diseases.
WHAT YOU NEED TO QUALIFY/MINIMUM QUALIFICATIONS (MQ’s):
Two years of general clerical experience; one year of which included typing, word processing, or other experience generating documents.
OR
  • An associate degree,
OR
  • Graduation from a private school of business with a certificate AND one year of general clerical experience.

ESSENTIAL ATTRIBUTES (EA’s):
  • Experience working in a high-production environment accurately processing large volumes of work w/ tight time constraints.
  • Experience working in an ever-changing environment.
  • Experience explaining complex information in a way that is clear and understandable.
  • Experience working in computer systems.
REQUIRED: Clearly describe how you meet the minimum qualifications (MQ’s) and essential attributes (EA’s) within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.
** Your application and/or resume will be used when completing a pay equity assessment. The pay equity assessment determines your pay rate/salary step, so complete and detailed work and education history is helpful.
APPLICATION INSTRUCTIONS AND REQUIREMENTS:
Your work history profile either in the Workday application or resume/CV is the perfect opportunity to highlight your interest in the position and showcase your skills and experience that make you the best candidate for the position.
  • After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.
  • If you are not a current State of Oregon employee, view this application instructional video.
  • Please upload a resume OR complete the work history profile. Note: Your resume / cover letter may be uploaded in the Resume/CV field on the online application. **Emailed resumes and cover letters will not be accepted; they must be attached to your Workday application to be considered.
  • Current State of Oregon: Apply via your employee Workday account. (This includes permanent and limited duration employees; temporaries are not counted as internal candidates). View this job aid for help.
ADDITIONAL REQUIREMENTS:
  • The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.
  • Finalists for this position will be subject to a computerized criminal history and abuse check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.
  • Under the Oregon Health Authority's health care rules, COVID-19 vaccinations are required for employees in specified job classifications for the Aging and People with Disabilities program. This includes Adult Protective Service Specialist, Human Service Case Manager, Human Services Assistant 2, Pre-Admissions Screening Specialist, Client Care Surveyor, and Compliance Specialist 2 which is our Adult Foster Home Licensor. Employees will need to complete their COVID-19 vaccination series or have an approved exception to the requirement due to a medical condition or sincerely held religious belief. Successful candidates for this position must submit vaccination documentation or be approved for an exception prior to their first day of employment. Failure to provide proof of full documentation or receipt of an approved exception will lead to withdrawal of the job offer.
HELPFUL INFORMATION:
  • If you need an accommodation under the Americans with Disabilities Act (ADA) to participate in the application or selection process, please contact [email protected]. Please be sure to include the job requisition number.
  • For questions about the job duties or application process, please contact [email protected]. Please be sure to include the job requisition number.
  • This recruitment may be used to fill future vacancies.
  • This position is represented by the Service Employees International Union (SEIU).
  • Have questions about Workday, and want some tips on understanding the state application process? Check out our Oregon job opportunities page.