Salary: $20.86 - $27.91 Hourly Location : Salem, OR Job Type: Full-time Temporary Job Number: T011-2024-5 Department: Health and Human Services Division: HHS - PH - Clinical Preventive Svcs Opening Date: 11/07/2024 Closing Date: 11/20/2024 11:59 PM Pacific FLSA: Non-Exempt Bargaining Unit: 06 Join our team and be part of ensuring a healthy community. Marion County Health and Human Services, Public Health is currently recruiting for a Temporary Office Specialist 2 position. If you are looking for a position that offers variety, flexibility, and purpose, then this is the position for you. GENERAL STATEMENT OF DUTIES Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures. SUPERVISION RECEIVED Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals. SUPERVISION EXERCISED Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff. Typical Duties - Duties include, but are not limited to the followingSchool Exclusion Duties
- Assist in the preparation of mailing correspondence and packets to schools, children's facilities, and parents.
- Reviews exclusion reports for completeness.
- Enters data in the School Exclusion database IRIS for exclusion orders.
- Proofreads exclusion orders for accuracy.
- Makes phone calls to schools and childcare facilities for reporting reminders or gathering information.
- Reviews records in Alert
Other Clerical Duties as Needed
- Photocopying and faxing as requested.
- Sort and route mail/paperwork to appropriate staff.
- Share responsibility with other Office Specialists for stocking office supplies, forms, etc.
- Creates and prints immunization records upon request
- Date entry into Alert and Dr Cloud where appropriate.
- Performs office receptionist functions for health inspectors, clinicians and administrative staff through filing, faxing, answering phones and in-person customer queries.
- Assists customers/public with filling out forms as needed.
Other duties as assigned by your supervisor. Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training. Requirements for the PositionEXPERIENCE AND TRAINING
High school diploma or equivalent; AND One year of general office experience; OR Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County. SPECIAL REQUIREMENTS
- The finalist for this position will be required to pass a criminal history background check, including finger printing; however, conviction of a crime may not necessarily disqualify an individual for this position.
- This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
- This assignment is represented by a union.
- This is a full-time temporary position, which is eligible for overtime.
- Typical Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department.
KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar. Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed. PUBLIC SERVICE LOAN FORGIVENESS Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education. VETERANS' PREFERENCE Applicants are eligible to use Veterans' Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-###-#### and 105-###-####. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application. VISA SPONSORSHIP Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States. DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE
- One of the following:
- MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
- Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
- Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
- In addition to one of the above documents, Disabled Veterans must also submit one of the following:
- A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
- Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
You can request copies of your military service record through the National Archives website at Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce. Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits. Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, For a complete and detailed overview of the MCEA benefits package, , and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA. Salary and benefits are subject to union contract negotiations and may change as a result. 01 To receive credit for your supplemental questions, your answers must be supported by details in the education and/or work experience section of your application form. See resume is not an acceptable answer. Do you understand this statement?
02 Do you have a high school diploma or equivalent?
03 Indicate how many years of full-time general office work experience you have. (One year of work experience is equal to 2080 hours.)
- Less than 1 year
- 1 year to less than 2 years
- 2 years to less than 5 years
- 5 years or more
- None of the above
04 Indicate how many years of full-time medical office work experience you have. (One year of work experience is equal to 2080 hours.)
- Less than 1 year
- 1 year to less than 2 years
- 2 years to less than 5 years
- 5 years or more
- None of the above
05 Indicate how many years scheduling was part of your job duties. (One year of work experience is equal to 2080 hours.)
- Less than 1 year
- 1 year to less than 2 years
- 2 years to less than 5 years
- 5 years or more
- None of the above
06 Select the computer software with which you are proficient and which you have at least 1 year of full-time experience (One year of work experience is equal to 2080 hours.)
- None
- Microsoft Word
- Microsoft Excel
- Outlook
- Laserfiche
- Other (specify in the next question)
07 List any software (not listed in the previous question) with which you are proficient and have at least 1 year of full-time work experience. Write NA in the box if this question does not apply to you. Experience listed in this answer must be supported by the education and/or work experience in your application Required Question