Nutrition Program Office Specialist II

Rogue Valley Council of Governments; Central Point (OR); On-site; USD 24,000 - 26,000; Full time

Benefits offered by this job

Health insurance

Job summary

Rogue Valley Council of Governments is seeking an Office Specialist II to provide reception and administrative support for the Food & Friends program. Responsibilities include answering a multi-line phone system, data entry, and coordinating maintenance for office equipment and fleet vehicles.

The ideal candidate will be courteous with seniors, detail-oriented, and able to handle multiple tasks. A 40-hour work week, full benefits, and competitive starting wages are offered.

Qualifications

• Education: high school diploma or equivalent with office equipment training.
• Experience: minimum of 2 years administrative/clerical experience.
• Substitution: any equivalent combination of education, training, and experience.

Responsibilities

• Handle multi-line phone system and front-desk inquiries.
• Maintain program databases and assist with data entry.
• Schedule maintenance for office equipment and vehicles.
• Provide general office support and customer service.
• Assist with meeting room calendars and coordination.

Skills

Customer service

Data entry

Multitasking

Word processing

ERP/office software

Education

High school diploma or equivalent with office training

2 years administrative/clerical experience

Tools

Microsoft Word

Microsoft Excel

Database software

Job description

APPLICATION PROCESS

It is widely stated, and supported by studies, that candidates are less likely to apply for a job unless they believe they meet 100% of the hiring criteria. Our recruitment goals include hiring the candidate who is best able to meet the performance objectives of this role; we encourage people with non-traditional skill sets and experience to apply, even if you don’t have experience with every job function listed in the job description. Interested applicants are encouraged to apply as soon as possible. Applications will be considered as they are submitted and the position will be filled when a suitable candidate is identified.

ABOUT FOOD & FRIENDS

Food & Friends is the only Meals on Wheels program serving Jackson and Josephine Counties. We deliver meals to the homes of seniors and eligible adults with disabilities who are unable to shop or prepare meals due to illness, injury, or disability. Our volunteer home delivery drivers provide vital social contact and a regular safety check to recipients of our meals. In addition to home delivered meals, Food & Friends provides congregate meals to seniors who are aged 60 or older at various meal sites in both counties.

ABOUT THE POSITION

The Office Specialist II position provides a variety of reception and administrative support for the Food & Friends program to include answering a multi-line phone system, responding to public inquiries, performing data entry and word processing, and providing general administrative support. This position also collects Older American Act New Start information for potential program participants, and oversees the scheduling of maintenance for office equipment, meal site kitchen equipment, and program fleet vehicles.

THE PERSON

The ideal candidate is courteous and tactful with the senior population and public, works as an effective team member and can establish and maintain a harmonious work environment. The ideal candidate also has the ability to perform detailed clerical tasks efficiently and with attention to detail and perform multiple tasks simultaneously. This position requires a commitment to supporting the Food & Friends program and the staff and volunteers who make it all possible.

SALARY

Employees will be placed in the salary range based on experience and qualifications. Employees are eligible for a step increase after successfully completing a six-month trial service period and annual step increases thereafter.

Hiring Salary Range: $17.45-$19.12 per hour, depending on experience and qualifications. A higher wage may be considered for a more experienced candidate.

Terms

Full-time - 40 hours per week | Non-exempt with benefits

DESIRABLE QUALIFICATIONS

To be considered for this position, applicants must have a combination of education and experience equivalent to that outlined below, plus any other listed screening qualifications.

EDUCATION, TRAINING, AND EXPERIENCE

1. 1.Education: Completion of high school or equivalent plus additional specialized training in office equipment including computers, word processing, spreadsheets, and database software.
2. 2.Experience: A minimum of 2 years of administrative and/or clerical experience.
3. 3.Substitution: Any satisfactory equivalent combination of education, training, and experience which demonstrates the knowledge, skills, and abilities required to perform the duties of the job.

SPECIAL REQUIREMENTS

1. 1.License: Possession of, or the ability to obtain and retain, an Oregon driver license by the time of appointment, or otherwise have immediate point-to-point transportation available.
2. 2.Vehicle: Possession of, or permanent access to, a personal vehicle.
3. 3.Other: Pass Criminal History Background Check; obtain and retain an Oregon Food Handler card; demonstrate knowledge and proficiency in the use of computer software to include Microsoft Office Word and Excel.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

1. 1. Use of general office equipment including multi-line phones, copiers, and computers;
2. 2. Confidentiality rules regarding client and provider records and the ability to adhere to these rules; and
3. 3. Business English, spelling, grammar, punctuation, and mathematics.

Related skills:

1. 1. Intermediate skills in word processing, spreadsheet, database maintenance, and data entry;
2. 2. Intermediate skills in preparing general business correspondence and documents; and
3. 3. Excellent interpersonal skills with a commitment to delivering high quality customer service in a professional manner.

Ability to:

1. 1. Be courteous and tactful with the senior population and the general public;
2. 2. Perform detailed clerical tasks efficiently and with attention to detail;
3. 3. Type accurately at 55 wpm;
4. 4. Quickly become proficient in Food & Friends databases;
5. 5. Communicate effectively both orally and in writing;
6. 6. Take and transcribe accurate meeting minutes;
7. 7. Perform multiple tasks simultaneously;
8. 8. Work as an effective team member and establish and maintain harmonious and cooperative working relationships with staff and a wide variety of people.
9. 9. Receive, interpret, and implement job-related instruction, guidance, coaching, and training (both formal and informal) while progressively improving skills and overall success in performing assigned duties; and
10. 10. Incorporate feedback in a constructive manner that demonstratesunderstanding of any concern and an ability and willingness to achieve the required consistent and sustained improvement.

ESSENTIAL JOB FUNCTIONS

1. Performs a wide variety of clerical and administrative tasks including walk-in and multi-line telephone reception, word processing, program database maintenance, document organization and filing, customer service, general business correspondence, and other general office support. Participates in monthly staff meetings and other training events.
2. Engages with seniors and adults with disabilities over the phone to collect Older Americans Act (OAA) New Start information for potential Home Delivered Meals participants and verifies if Oregon Department of Human Services in-home services are in place via Oregon Access.
3. Responds to client inquiries about specific program services or changes to service including OAA Restarts and Stops.
4. Provides telephone follow-up to participants who missed daily meal deliveries to include calls to emergency contacts, local hospitals, and/or local law enforcement.
5. Collects, enters, and updates client records efficiently and accurately into the MealService database; communicates information to case managers as required by Medicaid standards; and verifies client eligibility status in state databases.
6. Processes donation batches for the Food & Friends program in DonorPro/Salsa and generate Donation Tax Letters.
7. Serves as a communication link between program administration and Meal Site Coordinators.
8. Assists with maintaining meeting room calendars and reserving conference rooms.
9. Maintains photocopy equipment and places service calls.
10. Maintains service calendar and scheduling for all Food & Friends vehicles/vans in Jackson County and coordinates transportation for service.
11. Provides calls for service and follow-up for Meal Site kitchen equipment.
12. Ensures necessary inventory of office supplies, printed materials, form orders, etc., are available at meal sites and central office.
13. Gathers and submits orders to the kitchen for daily food and supply needs program wide.
14. Provides backup as needed for office staff and home delivery routes.

AUXILIARY JOB FUNCTIONS

1. Assists with special projects as assigned.
2. Other related duties as assigned.

SUPERVISORY RESPONSIBILITIES

None.

SUPERVISION RECEIVED

Receives supervision from the Nutrition Program Director.

RELATIONSHIP TO OTHERS

Maintains frequent contact with RVCOG management and staff, community partners, Medicaid branch office staff, state and local officials, member jurisdictions, outside agencies, business representatives, and the general public.

ACCOMMODATIONS

The information contained in this job description is in compliance with the Americans with Disabilities Act (ADA). To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The qualification requirements, physical demands, and work environment described in this job description are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions of the job and must not prohibit the employment of a person with disabilities.

WORKPLACE ACCOMMODATIONS NOTICE

Rogue Valley Council of Governments is an equal opportunity employer and does not discriminate on the basis of race, religion, color, gender, age, national origin, disability, veteran status, sexual orientation, gender expression, or any other classification protected by law.