Office Specialist 2 297-10-26

Colonial Group; Salem, Northern (OR, KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Colonial Group is seeking an Office Specialist 2 to support agency operations with receptionist, records management, and payment processing across programs. The role serves consumers, providers, and staff, ensuring smooth day-to-day operations in a busy office environment.

This position requires a high school diploma, 3 years of related experience, strong computer skills, and the ability to handle multiple tasks with confidentiality and excellent customer service.

Qualifications

• High school diploma or GED required.
• Three (3) years of progressively responsible secretarial or office experience using personal computers.
• Secretarial or office training preferred.

Responsibilities

• Provide office support including forms, applications, correspondence, filing, and records management.
• Welcome visitors, answer phones, route consumers to staff or services.
• Assist consumers with applications, scheduling, and program information.
• Process payments, deposits, billing forms, and financial records per procedures.
• Support provider payment processing and resolve payment issues.
• Provide technical assistance to providers and consumers using payment systems.

Skills

Office administration

Customer service

Communication skills

Record keeping

Computer literacy

Education

High school diploma or GED

Secretarial/office training preferred

Tools

Office software (email, word processing, spreadsheets, databases)

Job description

General Description

This position plays an important role in supporting Agency operations by providing office support, receptionist services, records management, and payment processing for agency programs. Office Specialist 2 staff work directly with consumers, providers, and staff to help ensure efficient day-to-day operations and responsive service across multiple program areas.

Essential Duties

• Provide office support for agency programs including forms, applications, correspondence, filing, and records management.
• Welcome visitors, answer phones, respond to general questions, and route consumers to the appropriate staff or services.
• Assist consumers with application packets, scheduling, and general program information.
• Process payments, deposits, billing forms, and financial records according to Agency procedures.
• Support provider payment processing, including reviewing entries, creating payment vouchers, and helping resolve payment issues.
• Provide technical assistance to providers and consumers using Agency payment systems and related resources.
• Receive, sort, scan, and distribute mail, fax transmissions, and documents.
• Maintain electronic and paper files in accordance with Agency and program requirements.
• Order and maintain office supplies and support reception area organization and readiness.
• Follow Agency policies, confidentiality requirements, and mandatory reporting obligations while providing professional customer service.

(FOR BILINGUAL POSITIONS ONLY)

• Communicate directly with consumers whose primary language is not English.
• Interpret and explain forms, services, and program information in the identified language pair.
• Translate written materials as needed.

Minimum Qualifications

A qualified applicant will have a minimum of three (3) years of equivalent combination of education and/or experience which demonstrates the knowledge, skills and abilities required. The following qualifications meeting the minimum requirements will be considered:

• High school diploma or GED
• Education supplemented by secretarial or office training is preferred
• Three (3) years of progressively responsible secretarial or office experience using personal computers

(FOR BILINGUAL POSITIONS ONLY)

• Ability to successfully demonstrate the required level of proficiency for bilingual duties

Other Requirements

Driving for Agency Business. Positions that require driving must possess a valid driver’s license and maintain an acceptable driving record. May require proof of personal automobile liability insurance in accordance with ORS Chapter 806 and use of a personal vehicle.

Background Check. Employment is contingent upon successful completion of a criminal history check. Conviction of a crime does not automatically disqualify an individual from employment. Some positions may require additional screening, including but not limited to state or national fingerprint-based background checks.

Mandatory Reporting and Confidentiality. Must comply with confidentiality requirements and mandatory reporting obligations related to vulnerable populations.

Knowledge, Skills, and Abilities

• Strong office and administrative support skills.
• Ability to manage multiple priorities and complete work accurately and on time.
• Effective communication and customer service skills with consumers, providers, staff, and the public.
• Ability to understand and apply Agency procedures and program requirements.
• Ability to maintain organized electronic and paper records.
• Working knowledge of computers and general office software, including email, word processing, spreadsheets, and database systems.
• Ability to exercise sound judgment, maintain confidentiality, and work effectively with others.
• Ability to work independently while also collaborating with team members across programs.

Work Environment and Physical Demands

• Work is primarily performed in an office environment.
• Regular use of computers, phones, scanners, copiers, and other office equipment.
• Frequent interaction with consumers, providers, staff, and the public.
• Frequent interruptions and competing priorities throughout the work day.
• Regular sitting, talking, hearing, and repetitive hand movement.
• Occasional standing, walking, reaching, bending, and lifting up to 25 pounds.
• Interaction with diverse populations in office settings, including occasional exposure to contagious illness, challenging behavior, or domestic animals.