Job Description:

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

Apply your skills in coordinating administrative workflow in support of the Community Programs Unit by becoming an important link to Agency services for consumers, providers, and staff!

Recruitment #: 331-09-23

Location: Salem, Oregon

Closes: Open Until Filled

Salary: This is a part-time position, working 15 hours a week. 

Starting Pay: $18.90 Per Hour

Agency Sponsored: Generous Paid-time off and great culture.

Employee paid: Public Service Loan Forgiveness (PSLF)

General Description

Meets Agency Mission by providing administrative assistance for the Oregon Money Management Program, thereby facilitating efficient coordination of this community program for the Agency.

Essential Functions

1. Facilitate the processes and information flow involved with volunteer coordination for the OMMP
2. Provide general administrative support for the Unit
3. Facilitate confidence in Administrative Assistant, and therefore the Agency and programs
4. Protect consumers and reduce Agency risk
5. Provide excellent customer service in a professional manner

1. Facilitate the processes and information flow involved with volunteer coordination for the OMMP

• Update records using volunteer management software
• Monitor and track volunteer background check completion status, mail out renewal notices and update expiration dates
• Review mandatory annual testing requirements for volunteers and update
• Assist with facilitation of quarterly volunteer meetings
• Monitor and track volunteer training completion
• Print, arrange and distribute orientation and training materials
• Prepare informational folders for home visit assessments.

2. Provide general administrative support for the program

• Perform data entry of new consumer information into Representative Payee Manager (RPM)
• Enter bill pay information into RPM, determine payment schedule, and monitor payments and deposits, and process transactions
• Maintain financial records and track balances
• Ensure that appropriate documentation is in file for monitoring
• Assist monitoring team in the monitoring of Representative Payee client accounts and Bill Pay client accounts; monitor Representative Payee and Bill Pay client accounts when volunteers are unavailable
• Maintain complex data bases and spreadsheets, determine, and implement the most appropriate methods for recordkeeping procedures
• Update and archive records for deceased consumers.
• Format, edit, and produce a variety of publication materials such as brochures, newsletters, flyers etc.
• Complete general office work such as copying, filing, file preparation, etc.
• Respond to information requests via phone and email
• Receive, sort, and distribute daily mail
• Order, receive and store supplies.

3. Facilitate confidence in Administrative Assistant, and therefore the Agency and programs

• Embrace and exhibit the Agency Mission and Core Values
• Provide excellent customer service, meeting the needs of internal and external clients, following through, meeting deadlines, interacting with others in a respectful and culturally appropriate manner, and maintaining skills and knowledge to perform duties
• Be aware of Agency programs and services
• Provide suggestions for improvement.

4. Protect consumers and reduce Agency risk

• Follow policies, regulations and requirements of program and Agency
• Provide documentation as set forth by Federal, State, funding regulations, and Agency policy
• Serve as a Mandatory Reporter of suspected abuse of vulnerable populations as required by policy and regulation.
• Maintain and share information according to privacy policies and regulations.

5. Provide excellent customer service in a professional manner

• Apply the required knowledge and skills
• Exhibit good decision making, problem solving and work habits
• Meet quality standards in accuracy and timeliness
• Follow policy and procedure
• Exhibit good work habits
• Work independently, seeking and offering assistance when needed
• Exhibit technology skills related to the work needing to be done, (word processing, spreadsheets, database, internet research, mail, IM, desktop publishing, electronic scheduling, phones, copiers)
• Exhibit a positive attitude toward consumers, co-workers and others

Job-Specific Skills

• Ability to maintain high confidentiality
• Ability to monitor and coordinate high volumes of data in various stages in process
• Good computer skills and experience, including data entry
• Experience as an administrative assistant, including writing, organizing, scheduling, database management and reporting
• Intermediate level knowledge and experience of general office programs, such as word processing, spreadsheets, database programs, etc.
• Knowledge of basic bookkeeping
• Ability to multi-task, track and follow-through on assignments
• Flexibility to change priorities and focus
• Knowledge of rules around mandatory reporting

General Skills

• Good interpersonal skills
• Ability to interact with others in a respectful and culturally appropriate way
• Ability to work effectively with a wide variety of individuals
• Good judgment, critical thinking and attention to detail
• Speak, read, write and understand English, and follow verbal and written instruction

Secondary Outcomes

None

Supervisory Responsibilities

None