Bilingual Office Specialist

We look for people 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 thembe successful. We value the people we provide services to, ensuring they receive the highest quality of customer service.

Ability to juggle helps in this position!

Greet the public, answer and route phones and general office support in a busy environment.

Recruitment #:

Salary: $3,641 - $4,879 per month with excellent benefits. (See below.)

Agency Sponsored
:
Medical/Dental 100% paid fore 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 by providing general and specialized technical and functional office support services.

Essential Functions

• Completes general and financial clerical tasks
• Facilitates service provider payment
• Establishes and maintains logs, records, and files
• Maintains reception area and office supplies
• Facilitates confidence in Office Specialist 2, and therefore the Agency and programs
• Protects consumers and reduces Agency risk
• Provides excellent customer service in a professional manner

1.Completes general and financial clerical tasks

• Assemble, provide, and accept application packets for agency programs and benefits; review application materials for completeness, verify , make copies and forward for processing
• Issue Electronic Benefit Transfer (EBT) cards and follow procedures for cancellations, returned cards, and balance adjustments
• Maintain secure EBT card inventory and process EBT card orders
• Processing Prior Authorization forms in Medicaid Management Information System (MMIS) including Emergency Response Systems (ERS) and Long Term Care Community Nursing (LTCCN) Prior Authorizations(PA), print Medical  for consumers in MMIS
• Follow process to complete lost check affidavits; notarize affidavits or refer to a Public Notary
• Secure returned checks and handle according to established guidelines
• Receive and log receipt of checks and cash payments
• Prepare payment deposits, verify accuracy, and complete bank deposits of checks and cash payments
• Record deposits and issue payment receipts using receipting system
• Complete billing forms

2. Facilitates service provider payment

• Run reports and batches of provider time entries for processing payment vouchers
• Monitor Oregon Provider Time Capture-Direct Care Innovations (ORPTC-DCI) solution (“PTC”) system for entries excluded from batch,process late PTC entries and submit for payment
• Process new service authorizations and create provider payment vouchers
• Import payment entries from PTC system to create payment vouchers
• Pay vouchers, process time adjustments, underpayments, and over payments
• Research and communicate with program staff regarding issues with
  
  PTC entries and voucher payment errors
• Provide technical assistance to providers and consumers in accessing, navigating, and utilizing PTC system
• Assist providers with logging into PTC system/app, resolving dataentry errors, and updating personal user data, both remotely andonsite using agency-provided computer
• Educate providers and consumers on technical resources for PTC andrefer them to training materials
• Welcome visitors, respond to phone calls, and direct consumers and visitors appropriately
• Identify and route calls to appropriate worker, transfer calls andrefer consumers to Aging and Disability Resource Connection (ADRC) for resources
• Respond to inquiries and provide general information regarding programs and eligibility requirements
• Screen requests for service and route to appropriate staff
• Make simple referrals to other agencies and programs
• Respond to consumer calls and walk-ins regarding the scheduling ofrenewal and intake appointments; schedule and cancel new consumer intake appointments
• Respond to consumer inquiries regarding Orego
  
  NEligibilty (ONE) correspondence and refer consumers to program staff for follow up
• Track in-person consumer visits and update walk-in traffic log for statistics purposes
• Receive, sort, scan, and distribute daily mail, route incoming fax transmissions, and prepare outgoing mail
• Make copies of presented documents and correspondence from service providers and consumers

4.Establishes and maintains logs, records, and files

• Type agency correspondence, documents, and program-related material
• Print, mail, scan, upload and email documents and correspondence for office staff working remotely
• Convert existing paper files to electronic files through the Electronic Document Management System (EDMS); upload files into ONE
• Perform quality checks of scanned and uploaded files
  
  Archive records and purge files according to agency guidelines
• Maintain filing of National Voter Registration Act (NVRA) report sand declinations weekly
• Request files from state archive and archive files not subject…