Josephine - Administrative Assistant

Theuniversityunion

Grants Pass (OR)

On-site

USD 28,000 - 34,000

Full time

14 days+

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Job summary

Kairos is seeking an administrative support professional to assist with general office functions at our Oregon offices. The role involves intake processing, charting, scheduling, and coordination of referrals and meetings, with opportunities to support events and recruitment efforts.

The position requires a high school diploma or GED, proficiency in Word and Excel, strong organizational and communication skills, and willingness to obtain First Aid/CPR certification.

Qualifications

Requires high school diploma or GED with proficiency in Microsoft Word and Excel.
Must have excellent organizational skills and strong oral and written communication.
Proficiency with Word processing and multitasking in a fast-paced environment.
Preferred familiarity with electronic health record (EHR) systems and flexible work schedule.

Responsibilities

Assist clients with intake, insurance verification, and charting; schedule initial appointments.
Update client charts and arrange appointments for new services or provider transfers.
Assist with referrals, engagement activities, and coverage for receptionist/medical assistant duties.
Coordinate travel, meetings, and office logistics; maintain confidential records.
Track certifications and assist in recruitment, events, and training sessions.
Provide clerical support, handle phones, copy/scan documents, and data entry.

Skills

MS Word

MS Excel

Organization

Communication

Driving

Education

High school diploma or GED

Tools

Electronic health records (EHR) familiarity

Job description

Base Pay $20.40 - $24.79 / Hour
Employee Type Full Time 1.0 Non-Exempt

Contact information
Name HR Department
Phone 541-956-4943

Primary Purpose

This position is responsible for assisting with the general administrative functions and activities of the office.

Education And Experience

High school degree or GED. Proficiency in Microsoft Office, specifically Word and Excel. Word processing skills, ability to multi-task in a fast-paced environment, must possess excellent organizational skills and effective oral and written communication skills. Preferred familiarity with electronic health record system and can be flexible with work schedule.

Minimum Qualifications

Provide proof of current, valid Oregon Driver's License (or if out-of-state will obtain Oregon license within 30 days), comprehensive automobile insurance (if applicable) and a safe driving record (minimum of 3 yrs.) to use company or personal vehicle for required duties.
Successfully pass a Criminal Background Check and Medicaid Fraud Check.
Obtain and maintain current First Aid and Cardiopulmonary Resuscitation (CPR) Certification.

Essential Duties and Responsibilities

Assist clients with the completion of intake process including paperwork, checking insurance, building new client charts, and scheduling initial appointments.
Update client charts and schedule appointments for new services or provider transfers.
Assist with DHS and Outpatient referrals.
Assist with engagement.
Provide coverage for receptionist and medical assistant as needed.
Track staff certifications, birthdays, and anniversaries.
Assist in planning events.
Assist with TFP recruitment and retention.
Coordinate travel accommodations.
Work under the supervision of the Office Manager, completing a variety of tasks designed to ensure the smooth operation of the agency's office and clinical record system.
Coordinate meetings and schedule meeting spaces.
Coordinate the flow of information between multiple sources including the public, staff members, client charts, agency digital files, and office voicemail boxes.
Maintain records (requests, archiving, and purging) related to dissemination of confidential clinical information within the agency and between agencies.
Attend trainings, meetings, and events as assigned.
Assist in scheduling appointments/meetings and maintaining calendars, as needed.
Assist in preparation of clinical presentations, meetings, and educational trainings.
Provide clerical and other necessary support to staff.
Answer main line phone calls; answer and route phone calls for staff and check front desk voice mail routinely throughout the day.
Copy and scan documents.
Send faxes, letters, and other communications.
Perform data entry and word processing as needed.
Help track and prioritize information to be read and processed by due date.
Perform other related work as assigned.

Other Duties

Perform other related work as assigned.
Attend trainings and meetings as assigned. May be appointed to committees.
Maintain prompt and regular attendance in accordance with company policy.
Ability to be flexible and adjust schedule as necessary to fit program needs and meet the needs of youth and their families.

Physical Demands:

The physical demands described here are representative of those that must be met by the staff person to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the staff person is regularly required to use hands to type, handle, reach with hands and arms, talk or hear. The staff person frequently is required to stand and walk. The staff person is occasionally required to sit, stoop, kneel, crouch or crawl. The staff person must frequently lift and or move up to 10 pounds and occasionally lift and/or move up to 45 pounds. Specific vision abilities required for this job include close vision, distance vision, and depth perception and operating a motor vehicle.

Working Conditions:

The working conditions described here are representative of those that must be met by the staff person to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the staff person is frequently exposed to loud noises, outside weather conditions such as heat, cold and humidity. The staff person is occasionally exposed to chemical solutions and body fluids.

Hazardous Conditions:

Risk of verbal and physical threats and harm from clients. Possible exposure to air and Bloodborne Pathogens.

Equipment Used:

May include general office equipment, such as computer, telephone, agency or personal vehicle, general cleaning supplies, and kitchen utensils/supplies.

Travel

Travel is expected for required trainings.

Other Responsibilities: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Staff’s Attestation constitutes staff's understanding of the requirements, essential functions, and duties of the position.

Requirements

In order to be considered for a position with Kairos, applicants must meet and agree to the following requirements:

Meet all Education and/or Experience Requirements listed for the specific position.
Request official transcripts upon offer of employment.
Provide proof of current, valid Oregon Driver’s License (or if out-of-state will obtain Oregon license within 30 days), comprehensive automobile insurance (if applicable) and a safe driving record (minimum of 3 yrs.) to use company or personal vehicle for required duties.
Successfully pass a Criminal Background Check and Medicaid Fraud Check.
Obtain and maintain current CPI Verbal De-Escalation Certification during employment.
Obtain and maintain current First Aid and Cardiopulmonary Resuscitation (CPR) certification during employment.
Obtain a Food Handler's Card once employed.

Summary

What it means to become a member of the Kairos Team:

Who We Are

Since 1977, we have sought to focus on each instant as providing an opportunity for a therapeutic intervention, a teachable moment. We collaborate with young people, families, and communities across Oregon to provide intensive mental health services and instill hope. We understand and value mental and emotional wellness, and aim to provide opportunities for understanding, healing, and growth in safe and stable environments where every client can achieve excellence.

Mission

"We collaborate with young people, families, and communities to provide intensive mental health services and supports, promote mental wellness, and instill hope."

Vision

A region of communities that understands and values mental and emotional wellness, in which all youth and their families have appropriate support and care.

Values

We value:

Dignity, respect, and appreciation for those we serve and each other
Opportunity for understanding, healing, and growth
Safe and stable environments
Individual voice and diversity
Excellence and achievement
Identifying options when none seem available
Innovation
Lifelong learning
Resilience and recovery

Benefits paid by Agency for all full time Kairos Employees (.75 FTE to 1.0 FTE):