Administrative Support Specialist

ABOUT THE DEPARTMENT:

Deschutes County Health Services supports over 400 staff in Behavioral and Public Health programs working to promote and protect the health and safety of the community in a broad variety of community-based settings.

This position is part of Public Health service area, which works to keep people healthy and safe by striving to improve and protect the health of people in Deschutes County. This work includes disease prevention, surveillance and control; food and consumer safety; assuring clean and safe drinking water; ensuring access to essential health services; providing education about healthy lifestyles; implementing strategies to reduce and prevent high-risk behaviors among youth;

and responding to pandemics and emerging threats, outbreaks and other events.

Hear from staff about our workplace here.

We know where you choose to live, work and play matters. Deschutes County is one of the largest employers in Central Oregon and the largest municipal government in the region. Our dedicated and passionate workforce of more than 1,250 employees provide County services in a number of departments, divisions, and offices.

Located in the heart of Central Oregon, between the towering Cascade Mountain Range to the west and the high desert plateau to the east, Deschutes County is the outdoor recreation capital of Oregon. We enjoy a renowned quality of life, with big-city opportunities and small-town neighborhoods.

We hope you’ll consider joining our talented team.

This position works under basic supervision in our Public Health Department front offices in Bend and Redmond by providing administrative support to our Public Health teams, including Vital Records, Immunizations, Nurse Home Visiting, and Communicable Disease. The Administrative Support Specialist is the senior level in the administrative support job series, and responsibilities are of an advanced scope and typically require applying independent judgment, discretion, and initiative, and completing administrative support and customer service work assignments with advanced computer and interpersonal skills.

The incumbent will work in a fast-paced environment that includes frequent contact with clients who access our services in person, virtually through the computer, and on the phone.

Reliable attendance and punctuality are essential functions of this position. The typical schedule is Monday-Friday, 8:00am-5:00pm. The candidate selected for this position will need to remain flexible in terms of their office location and be willing to alternate office locations between Bend and Redmond.

• Maintain a high level of customer service and confidentiality while providing information and assistance to customers, visitors, and county employees in a busy environment, requiring the ability to multi-task and prioritize work assignments.
• Screen and route phone calls to all Public Health programs and other Health Services programs.
• Understand and apply County and State policies and procedures in order to organize and coordinate work.
• Perform experienced administrative duties which may include special projects, special program activities, managing calendars, research, and coordinating activities.
• Enter data and numerical information into computer software with speed and accuracy, and maintain electronic records, files and databases.
• Ability to participate in trainings for extended periods of time, retain information and demonstrate an ability to accurately implement policies and procedures with little supervision.
• Ability to cross-train in other administrative jobs and assist with training staff.

• County policies and procedures including accounting, budgeting, purchasing, and personnel rules.
• Applicable state and federal rules, codes, and regulations for area of assignment.
• Principles and practices of file management, accounting/bookkeeping, record keeping, and records management using modern office equipment and software, including spreadsheets, databases, and electronic mail.
• Techniques for dealing with the public in person, virtually through computer software, and over the phone.
• Working independently and making appropriate decisions based on work experience and training, applying judgment to resolving problems and analyzing data.

• Maintaining professional confidentiality and HIPAA laws related to client health records.
• Using initiative and independent judgment within established rules, ordinances, codes, regulations, policies, procedures, administrative orders, and other governing regulations.
• Working effectively in a high-pressure environment with changing priorities.
• Reviewing documents for accuracy, completeness, and compliance with requirements, policies, rules and laws.
• Writing professional reports and correspondence from brief instructions utilizing professional grammar, spelling, and punctuation.
• Prioritizing, organizing and carrying out assignments and special projects in a timely and…