Administrative Assistant I - Title Xix/Nutrition Support

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 Woodburn Office by becoming an important link to Agency services for consumers, providers, and staff!

Recruitment #: 435-09-23

Location: Woodburn, Oregon

Closes: Open Until Filled

Salary: Starting at $3,276 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 Description

Meets Agency Mission by providing administrative support in facilitating nutrition services for consumers in the Title XIX Program.

Essential Functions

1. Facilitate program services delivery for consumers in the Title XIX Program
2. Provide administrative support for case managers as it relates to the Home Delivered Meals Program
3. Facilitate confidence in Administrative Assistant 1, and therefore the Agency and programs
4. Protect consumers and reduce Agency risk
5. Provide excellent customer service in a professional manner

1. Facilitate program services delivery for consumers in the Title XIX Program

• Provide database support by verifying, entering, and updating data related to Home Delivered Meals Program participation, and run reports
• Verify accuracy of Home Delivered Meals count in agency databases to ensure accurate billing
• Enter, retrieve, and track program statistics and other data for Title XIX consumers
• Coordinate and expedite Home Delivered Meals Program paperwork flow through the Unit
• Compose documents, letters, reports, etc. and complete general office work such as copying, filing, file preparation, etc.

2. Provide administrative support to case managers as it relates to the Home Delivered Meals Program

• Monitor and process program referrals and forms to initiate, change, suspend, and terminate Home Delivered Meals service
• Review and verify accuracy and completeness of participant information and support documentation, research multiple agency databases to obtain and enter missing data
• Communicate with Title XIX Program staff to verify consumer eligibility for services; communicate and resolve system discrepancies; complete forms to initiate, change, suspend, and terminate services
• Monitor and track case actions related to home delivered meals services, follow up and escalate, as needed.

3. Facilitate confidence in Administrative Assistant 1, 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 consumers, following through, meeting deadlines, interacting with others in a respectful and culturally appropriate manner, and maintaining skills and knowledge to perform duties
• Maintain 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

• Administrative support, including general knowledge of database programs, data entry, report generation and accuracy
• Knowledge and experience of general office programs, such as word processing, publishing, basic spreadsheets, TASC, GetCare and State of Oregon systems
• Ability to multi-task, track, and follow-through on assignments
• Ability to maintain high confidentiality
• Ability to learn agency nutrition program and processes
• Ability to navigate Oregon ACCESS database
• Ability to prioritize own work
• Flexibility to change priorities and focus
• Knowledge of rules around mandatory reporting.

General Skills

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

Secondary Outcomes

None

Supervisory Responsibilities

None

Minimum Qualifications - Experience and Education

A qualified applicant will have a minimum of four (4) 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:

• Associate's degree in office technology, business administration, or other related studies.
• Plus 2 years of related experience
• Ability to secure and maintain a driver's license valid in the state of Oregon, or an acceptable alternative means of transportation
• Successful completion of a background check

Work Environment/Physical Demands

This job is performed primarily in the office, in a cubicle environment, using general office equipment and includes substantial sitting with noise and interruptions.  May require infrequent travel within the five-county service area for meetings. Travel requires driving an Agency car or employee car. 

These essential outcomes require regular sitting, talking, hearing, computer use; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 35 pounds.

Contact with the public in home or office environments may risk exposure to irrational/hostile behavior, contagious diseases, or contact with domestic animals.                     

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Classification: Administrative Assistant 1

Position Number: TBD

Salary Range: R15

FLSA Status: Non-Exempt

Unit: Woodburn Office

Location: Woodburn

Reports to:  Program Manager

Union Status:  Represented

Last revision: August 2023

This 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.