Office Specialist

General Description

This position plays an important role in supporting Agency operations by providing office support, receptionist services, records management, and payment processing for agency programs. Office Specialist 2 staff work directly with consumers, providers, and staff to help ensure efficient day-to-day operations and responsive service across multiple program areas.

• Provide office support for agency programs including forms, applications, correspondence, filing, and records management.
• Welcome visitors, answer phones, respond to general questions, and route consumers to the appropriate staff or services.
• Assist consumers with application packets, scheduling, and general program information.
• Process payments, deposits, billing forms, and financial records according to Agency procedures.
• Support provider payment processing, including reviewing entries, creating payment vouchers, and helping resolve payment issues.
• Provide technical assistance to providers and consumers using Agency payment systems and related resources.
• Receive, sort, scan, and distribute mail, fax transmissions, and documents.
• Maintain electronic and paper files in accordance with Agency and program requirements.
• Order and maintain office supplies and support reception area organization and readiness.
• Follow Agency policies, confidentiality requirements, and mandatory reporting obligations while providing professional customer service.

• Communicate directly with consumers whose primary language is not English.
• Interpret and explain forms, services, and program information in the identified language pair.
• Translate written materials as needed.

A qualified applicant will have a minimum of three (3) years of equivalent combination of education and/or experience which demonstrates the knowledge, skills and abilities required. The following qualifications meeting the minimum requirements will be considered:

• High school diploma or GED
• Education supplemented by secretarial or office training is preferred
• Three (3) years of progressively responsible secretarial or office experience using personal computers

• Ability to successfully demonstrate the required level of proficiency for bilingual duties

Positions that require driving must possess a valid driver’s license and maintain an acceptable driving record. May require proof of personal automobile liability insurance in accordance with ORS Chapter 806 and use of a personal vehicle.

Employment is contingent upon successful completion of a criminal history check. Conviction of a crime does not automatically disqualify an individual from employment. Some positions may require additional screening, including but not limited to state or national fingerprint-based background checks.

Must comply with confidentiality requirements and mandatory reporting obligations related to vulnerable populations.

• Strong office and administrative support skills.
• Ability to manage multiple priorities and complete work accurately and on time.
• Effective communication and customer service skills with consumers, providers, staff, and the public.
• Ability to understand and apply Agency procedures and program requirements.
• Ability to maintain organized electronic and paper records.
• Working knowledge of computers and general office software, including email, word processing, spreadsheets, and database systems.
• Ability to exercise sound judgment, maintain confidentiality, and work effectively with others.
• Ability to work independently while also collaborating with team members across programs.

• Work is primarily performed in an office environment.
• Regular use of computers, phones, scanners, copiers, and other office equipment.
• Frequent interaction with consumers, providers, staff, and the public.
• Frequent interruptions and competing priorities throughout the work day.
• Regular sitting, talking, hearing, and repetitive hand movement.
• Occasional standing, walking, reaching, bending, and lifting up to 25 pounds.
• Interaction with diverse populations in office settings, including occasional exposure to contagious illness, challenging behavior, or domestic animals.