Support Services Specialist - Public Health - Maternal, Child & Family Health

Salary: $19.96 - $26.82 Hourly
Location : Lincoln County, OR
Job Type: Full-Time
Job Number: 24-23 (526)
Department: Health and Human Services
Division: PUBLIC HEALTH
Opening Date: 03/13/2024
Closing Date: Continuous
Position Summary
Your job in the department is to . . .
Serve the Maternal Child Health programs by assisting with and providing back-up services for office and program operations.
Your job also involves . . .
Performing a wide variety of clerical duties.
Essential Functions/Major Responsibilities
JOB FUNCTIONS
GENERAL OFFICE:

• Perform general office and clerical tasks.
• Perform data entry, word processing, and spreadsheet functions.
• Input data, prepares letters, reports, correspondence.
• Design and maintains forms.
• Perform basic office administrative tasks to support the department.
• Daily mail pick-up, drop-off, and distribution.
• Order and distributes office supplies.
• Serve as receptionist and file clerk for the department.

MANAGEMENT SUPPORT:

• Prepare and distributes minutes, agendas, notes.
• Serve as secretary to the executive.
• Support program outreach by traveling to community partners to deliver program materials.

REFERRAL MANAGEMENT:

• Manage daily program referrals.
• Contact new referrals within specified timeframe.
• Document all outreach efforts in the electronic medical record.
• Communicate with referring providers to close the loop.
• Communicate with staff and program managers regarding referral status

CUSTOMER SERVICE:

• Serve as receptionist / front office support.
• Schedule appointments maintains schedules.
• Answer the phone / transfers calls /manages multi-line system.
• Take messages, relays to appropriate staff.

CLIENT RECORDS:

• Maintain records, files.
• Access and document in multiple databases and electronic medical record.
• Contact agencies for records.
• Process records requests.
• Track charts.
• Use electronic system to enter, edit, and retrieve client information.
• Pull simple reports from system.
• Keep statistical information and generates reports.
• Verify client insurance status.

Typical Qualifications
MINIMUM QUALIFICATIONS
Minimum Education Level
High School Diploma / GED
Minimum Experience Level
Two- Three years
Specifics: progressively responsible clerical experience.
Substitution Note: Any satisfactory combination of experience and training which clearly demonstrates the ability to perform the described duties as determined by the Director.
Desirable Qualifications: Training or courses that supplement education in typing and computer entry. Bilingual and/or bicultural competencies for the Latino population are preferred.
KNOWLEDGE, SKILLS AND/OR ABILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The required knowledge, skills and/or abilities are listed below:
Knowledge of:

• Administrative and clerical procedures and systems such as word processing, managing files and records, record keeping and reporting, designing forms, and other office procedures and terminology.

Skill or ability to:

• Convey information, ideas, and facts both orally and in writing to supervisors, colleagues, and individuals, inside and outside the county, using language and a format the audience will best understand.
• Utilize computers and other technology to communicate in written and verbal forms (e.g., word processing, texts, emails, spreadsheets, department-specific software).
• Effectively relate well with others, including supervisors, colleagues, and individuals inside and outside the county. Exhibit a professional manner in dealing with others and working to maintain constructive working relationships.
• Take personal responsibility for the quality and timeliness of work. Show up to work on time, and follows instructions, policies, and procedures. Meet productivity standards, deadlines, and work schedules.

Job Conditions and Physical Demands
WORKING CONDITIONS
Job Conditions: Normal office conditions and working hours. Extensive computer work.
Work Location: Newport primarily, Lincoln City
Travel: Limited, possible training and covering in Lincoln City. County car can be available for this use.
PHYSICAL DEMANDS
Physical capability to handle high mobility demands and complex personal interactions.

• Physical Ability: Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (10-25 pounds). The ability to get into and up from a sitting position on the floor well as sit on a floor for an extended period of time. Walk on uneven ground and negotiate stairs carrying equipment.
• Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability. Some tasks require the ability to perceive and discriminate sounds.
• Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents. Some tasks may be performed with exposure to violence, disease, or pathogenic substances. Tasks may be performed in environments that could have second-hand smoke or pets.

REASONABLE ACCOMMODATIONS
Lincoln County is committed to providing reasonable accommodations as required by the Americans with Disabilities Act (ADA). This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities, and essential functions expected of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Lincoln County offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision which is paid at 90% by the County and 10% by the employee. Other fully paid benefits include life, AD&D, long-term disability insurance. Other optional insurances are available. A 401K retirement plan is also provided. The County's current contribution rate is 11%.
Regular and Trial Service employees working between 20 - 39 hours per week on a regular basis are eligible for pro-rated employee benefits.