Senior and Disability Services - Clerical Specialist

Human Resources•Toledo, OR

15d•$19 - $27•Hybrid

About The Position

Serves as a back-up receptionist, acting as the first point of contact for OCWCOG and consumers. Provides phone and front desk backup reception and performs a variety of clerical duties to support the OCWCOG Senior and Disability Services programs. Routinely handles confidential information. Performs duties in a manner that promotes customer service and harmonious working relationships, treating all persons courteously and respectfully. Engages in effective team participation by assisting and supporting co-workers, supervisors, and other work-related associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems constructively. Demonstrates positive acceptance of constructive feedback and suggestions to strengthen work performance. Contributes to a positive, respectful, and productive work atmosphere. Regular attendance is required. This position is a Mandatory Reporter by statutory requirement.

Requirements

Completion of high school, or equivalent, and one year of clerical experience; OR, any satisfactory equivalent combination of education, experience and training which demonstrates the knowledge, skills, and abilities to perform the duties of the job.
Knowledge of confidentiality rules regarding client and provider records, including HIPAA regulations.
Knowledge of, and ability to operate, a personal computer.
Knowledge of, and experience in, Microsoft software.
Knowledge of general office practices.
Knowledge of spelling and business grammar.
Knowledge of and ability to use state terminal system.
Ability to effectively communicate, both orally and in writing.
Ability to operate a variety of standard office machines.
Ability to operate a multi-line telephone system.
Ability to work independently and effectively handle multiple tasks, paying attention to detail.
Ability to type accurately at 50 wpm.
Ability to understand and follow oral and written instructions.
Skills in performing detailed and complex clerical tasks.
Possession of a Valid Oregon Driver’s License, or the ability to obtain reliable transportation in order to travel throughout the area.
Position requires successful completion of a criminal history check.
Required to use bilingual skills in a conversational, interpretation, or translation setting to ensure the timeliness of operations in the unit or another COG unit.

Nice To Haves

Bilingual English/Spanish Encouraged.

Responsibilities

Performs walk-in and multi-line telephone reception for Albany and Toledo Senior and Disability Services.
Issues EBT cards.
Opens, date stamps, and distributes mail, including Shuttle mail.
Responsible for opening and closing reception, including necessary locked drawers.
Opens morning voicemails and notifies appropriate supervisors and coworkers when staff have called in.
Receive shipments of packages for all departments and notify same of arrivals.
Receive, date stamp, and scan/distribute client paperwork.
Hand out/mail Provider Applications.
Process all Print and Mail Requests received from Case Managers.
Take Albany outgoing mail to Post office by 3:30pm (Mondays & Tuesdays).
Prep HCW Application Packet.
Handle HCW new #'s, Inactivating, denying etc.
Monitor HCW PPE Stock (as needed).
Update Calendars for SDS - Keeps support staff and upstairs/downstairs outlook calendars updated when notified of changes, daily.
Update MOD, WOD, POD calendar, quarterly.
Updates Voicemail message box for closures and Holidays.
Prepare application/information packets for ADRC.
Remove and return daily EBT Card Stock to Reception.
Look up and forward all Secure Emails from 2211 & 2111 email box.
Perform EDMS/Laserfiche (electronic filing preparation of documents).
Print & Mail (back up to Albany).
Full narration of incoming mail and prep for EDMS/Laserfiche (to bypass current process of sending to CA).
Backup to Albany for Update MOD, WOD, POD calendar, quarterly and Update Calendars for SDS daily.
Backup for reviewing and forwarding all secure emails from 2211 & 2111 email box.
Backup for HCW application packets.
Perform ad hoc duties/projects as needed.
Perform other related duties as assigned by supervisor.