Office Specialist 2
: Job Details :

Job Descriptions: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 them be 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 #: 300-10-24Closes: November 5, 2024 (Last day for internal lateral transfer: 10/17/24)Location: Warrenton, ORSalary: Starting at $3,245 per month with excellent benefits. (See below.)Agency Sponsored: Medical/Dental 100% paid for 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 DescriptionMeets Agency mission by providing general and specialized technical and functional office support services.Essential FunctionsCompletes general and financial clerical tasksFacilitates service provider paymentPerforms receptionist dutiesEstablishes and maintains logs, records, and filesMaintains reception area and office suppliesFacilitates confidence in Office Specialist 2, and therefore the Agency and programsProtects consumers and reduces Agency riskProvides excellent customer service in a professional mannerCompletes general and financial clerical tasksAssemble, provide, and accept application packets for agency programs and benefits; review application materials for completeness, verify ID, make copies and forward for processingIssue Electronic Benefit Transfer (EBT) cards and follow procedures for cancellations, returned cards, and balance adjustmentsMaintain secure EBT card inventory and process EBT card ordersProcessing 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 ID Cards for consumers in MMISFollow process to complete lost check affidavits; notarize affidavits or refer to a Public NotarySecure returned checks and handle according to established guidelinesReceive and log receipt of checks and cash paymentsPrepare payment deposits, verify accuracy, and complete bank deposits of checks and cash paymentsRecord deposits and issue payment receipts using receipting systemComplete billing formsFacilitates service provider paymentVerify provider service authorization, review time entries, and approve pending que queueRun reports and batches of provider time entries for processing payment vouchersMonitor Oregon Provider Time Capture-Direct Care Innovations (OR PTC-DCI) solution (“PTC”) system for entries excluded from batch, process late PTC entries and submit for paymentProcess new service authorizations and create provider payment vouchersImport payment entries from PTC system to create payment vouchersPay vouchers, process time adjustments, underpayments, and overpaymentsResearch and communicate with program staff regarding issues with PTC entries and voucher payment errorsProvide technical assistance to providers and consumers in accessing, navigating, and utilizing PTC systemAssist providers with logging into PTC system/app, resolving data entry errors, and updating personal user data, both remotely and onsite using agency-provided computerAnswer questions regarding PTC entriesEducate providers and consumers on technical resources for PTC and refer them to training materialsPerforms receptionist dutiesWelcome visitors, respond to phone calls, and direct consumers and visitors appropriatelyIdentify and route calls to appropriate worker, transfer calls and refer consumers to Aging and Disability Resource Connection (ADRC) for resourcesRespond to inquiries and provide general information regarding programs and eligibility requirementsScreen requests for service and route to appropriate staffMake simple referrals to other agencies and programsRespond to consumer calls and walk-ins regarding the scheduling of renewal and intake appointments; schedule and cancel new consumer intake appointmentsRespond to consumer inquiries regarding OregoNEligibilty (ONE) correspondence and refer consumers to program staff for follow upTrack in-person consumer visits and update walk-in traffic log for statistics purposesReceive, sort, scan, and distribute daily mail, route incoming fax transmissions, and prepare outgoing mailMake copies of presented documents and correspondence from service providers and consumersEstablishes and maintains logs, records, and filesType agency correspondence, documents, and program-related materialPrint, mail, scan, upload and email documents and correspondence for office staff working remotelyConvert existing paper files to electronic files through the Electronic Document Management System (EDMS); upload files into ONEPerform quality checks of scanned and uploaded filesArchive records and purge files according to agency guidelinesMaintain filing of National Voter Registration Act (NVRA) reports and declinations weeklyRequest files from state archive and archive files not subject to electronic storage conversionProcess electronic case transfers in OACCESS, assign case workers and provide written notification to branch/consumer, transfer cases to Estates Administration Unit (EAU).Maintains reception area and office suppliesOrder and maintain inventory of office supplies, agency stationery, forms and publicationsClean and sanitize reception area and interview rooms, including common-use office furniture and equipmentPerform office opening and closing proceduresMonitor general office equipment functionality and request equipment maintenance when needed.Facilitates confidence in Office Specialist 2, and therefore the Agency and programsEmbrace and exhibit the Agency Mission Vision and Core ValuesProvide excellent customer service, meeting the needs of internal and external consumers, following through, meeting deadlines, interacting with others in a respectful and culturally appropriate manner, and maintaining skills and knowledge to perform dutiesBe aware of Agency programs and servicesProvide suggestions for improvementProtects consumers and reduces Agency riskFollow policies, regulations and requirements of program and AgencyProvide documentation as set forth by Federal, State, funding regulations, and Agency policyServe 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.Provides excellent customer service in a professional mannerApply the required knowledge and skillsExhibit good decision making, problem solving and work habitsMeet quality standards in accuracy and timelinessFollow policy and procedureExhibit good work habitsWork independently, seeking and offering assistance when neededExhibit technology skills related to the work needing to be done, (word processing, spreadsheets, database, internet research, mail, IM, desktop publishing, electronic scheduling, phones, copiers, scanners, fax)Exhibit a positive attitude toward consumers, co-workers and others(FOR BILINGUAL POSITION ONLY)Provide bilingual servicesCommunicate with and provide services to individuals whose primary language skills are non-English.Serve as an interpreter for the Agency in identified language pair, including translation of written materials.Supervisory ResponsibilitiesNoneRequired Experience:Minimum Qualifications - Experience and EducationA 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 is preferred but all qualifications meeting the minimum requirements will be considered:High school diploma or GEDPrefer that education is supplemented by secretarial/office trainingThree (3)years of progressively responsible secretarial or office experience using personal computersIf bilingual, ability to successfully demonstrate the required level of proficiency for bilingual duties.Knowledge, Skills, and AbilitiesThe successful applicant must have the following general skills, including the ability to:Understand and interpret applicable policies and apply them to problem-solving and decision-making in order to serve external and internal customersUnderstand and respond to requests from internal and external customers, social service professionals, and the general publicApply the knowledge and skills in a timely, accurate, and efficient manner to meet deadlinesWork effectively with othersExhibit excellent interpersonal communication and listening skillsUse good judgment, courtesy, and tactSpeak, read, write, and understand EnglishFollow verbal and written instructionKnow and commit to abide by rules governing consumer confidentiality, mandatory reporting, provider records, and investigationsThe successful applicant must have the following job-specificskills, including the ability to:Use considerable skills to accomplish a variety of computer-based tasks including intermediate word processing, basic spreadsheet operations, intermediate database work, basic communication (e-mail), and other general office computer applications.Learn and apply general office practices such as confidentiality rules, employee records maintenance, client records maintenance, and agency policies and procedures applicable to the specific program and area of workUse extensive business-English skills (grammar, spelling, and punctuation) and math skillsOperate a personal computer, copier, scanner, fax machine, phone, and general office equipment, etc.Work Environment and Physical DemandsOffice support specialists typically work in an office environment. They must be able to:Use a computer, telephone, and other office equipmentTolerate and be able to work where the noise level is that of a typical officeEncounter frequent interruptions throughout the work dayRegularly sit, talk, or hearUse repetitive hand motionsHandle objects and sustain a sense of touchStand, walk, reach, and bendLift up to 25 poundsContact with the public in home or office environments may risk exposure to people with contagious diseases or irrational/hostile behavior and contact with domestic animals.The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Classification: Office Specialist 2Position Number: 300Salary Range: R14 (R15 if bilingual)FLSA Status: Non-exemptUnit: VariesLocation: WarrentonReports To: Program ManagerUnion Status: RepresentedLast Revision Date: July 2022This job description is a general guide for the job to be performed and does not cover everything. Employees may be required to perform other duties, including covering for, and in, other offices. Employees are expected to follow and perform other job-related duties requested by their manager.Reasonable accommodations will be made as needed.Job descriptions are subject to change.Keyword: OfficeFrom: NorthWest Senior & Disability Services