Senior and Disability Services - Clerical Specialist

Clear Destination Inc.; Toledo (OR); On-site; USD 38,000 - 46,000; Full time

Job summary

Clear Destination Inc. is seeking a backup receptionist to support OCWCOG Senior and Disability Services across Albany and Toledo offices. The role handles front desk, phone, mail, and confidential paperwork.

The position emphasizes customer service, teamwork, and adherence to HIPAA; duties include calendar updates, packet preparation, and back-up clerical tasks across two locations.

Qualifications

• Completion of high school, or equivalent, and one year of clerical experience.
• Knowledge of confidentiality rules regarding client records (HIPAA).
• Proficiency with personal computers and Microsoft software.

Responsibilities

• Greet and assist clients at Albany and Toledo offices.
• Handle walk-in and multi-line telephone reception.
• Process mail, packages, and EBT card issuance.
• Open/close reception, manage voicemails and daily schedules.
• Assist with EDMS/Laserfiche filing and document prep.

Skills

Confidentiality procedures

Multiline phone handling

PC proficiency

Microsoft Office

Effective communication

Time management

Independent work

Typing 50 wpm

Education

High school diploma or equivalent

Tools

Microsoft Office

State terminal system

Job description

SUMMARY OF POSITION

Serves as a back-up receptionist (first point of contact for OCWCOG and consumers). Provides phone and front desk backup reception and a variety of other clerical duties in support of the OCWCOG Senior and Disability Services programs. Routinely handles confidential information.

Performs position duties in a manner that promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully. Engages in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner. Demonstrates positive acceptance of constructive feedback and suggestions, to strengthen work performance. Contributes to a positive, respectful, and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a Mandatory Reporter by statutory requirement.

ESSENTIAL JOB DUTIES

Albany and Toledo Offices

30% - 70% of Job duties - When at reception:

• Performs walk-in and multi-line telephone reception for Albany and Toledo Senior and Disability Services
• Issues EBT cards.
• Opens, date stamps, and distributes mail, including Shuttle mail.
• Responsible for opening and closing reception, including necessary locked drawers.
• Opens morning voicemails and notifies appropriate supervisors and coworkers when staff have called in.
• Receive shipments of packages for all departments and notify same of arrivals.
• Receive, date stamp, and scan/distribute client paperwork.
• Hand out/mail Provider Applications.

Albany Office

40% of Job duties - Case Management and IHA/HCW Assistance

• Process all Print and Mail Requests received from Case Managers
• Take Albany outgoing mail to Post office by 3:30pm (Mondays & Tuesdays)
• Prep HCW Application Packet
• HCW new #'s, Inactivating, denying etc.
• Monitor HCW PPE Stock (as needed)

20% of Job duties

• Update Calendars for SDS - Keeps support staff and upstairs/downstairs outlook calendars updated when notified of changes, daily.
• Update MOD, WOD, POD calendar, quarterly
• Updates Voicemail message box for closures and Holidays
• Prepare application/information packets for ADRC.
• Remove and return daily EBT Card Stock to Reception
• Look up and forward all Secure Emails from 2211 & 2111 email box.

Toledo Office

50% of Job duties–Clerical Support

• EDMS/Laserfiche (electronic filing preparation of documents)
• Print & Mail (back up to Albany)
• Full narration of incoming mail and prep for EDMS/Laserfiche (to bypass current process of sending to CA)
• Backup to Albany for Update MOD, WOD, POD calendar, quarterly and Update Calendars for SDS daily
• Backup for reviewing and forwarding all secure emails from 2211 & 2111 email box.
• Backup for HCW application packets

OTHER JOB DUTIES

5% Ad hoc duties/projects as needed.

5% Performs other related duties as assigned by supervisor.

WORKING ENVIRONMENT

Work is performed primarily in an office environment utilizing a personal computer, telephone and a variety of office equipment. Position requires sitting and the work area requires constantly getting up and down and performing extensive telephone and computer work with frequent interruptions. Occasional travel may be required to pick up meeting supplies, mail, or run errands for the program.

SUPERVISION RECEIVED

Receives general supervision from the Senior & Disability Services Clerical Supervisor.

SUPERVISORY RESPONSIBILITIES

None.

MINIMUM QUALIFICATIONS

Experience & Training

Completion of high school, or equivalent, and one year of clerical experience; OR, any satisfactory equivalent combination of education, experience and training which demonstrates the knowledge, skills, and abilities to perform the duties of the job.

Knowledge, Skills and Abilities

• Knowledge of confidentiality rules regarding client and provider records, including HIPAA regulations;

• Knowledge of, and ability to operate, a personal computer;
• Knowledge of, and experience in, Microsoft software;
• Knowledge of general office practices;
• Knowledge of spelling and business grammar;
• Knowledge of and ability to use state terminal system;

• Ability to effectively communicate, both orally and in writing;
• Ability to operate a variety of standard office machines;
• Ability to operate a multi-line telephone system;
• Ability to effectively communicate, both orally and in writing;
• Ability to work independently and effectively handle multiple tasks, paying attention to detail;

• Ability to type accurately at 50 wpm;
• Ability to understand and follow oral and written instructions;
• Skills in performing detailed and complex clerical tasks.

Licenses, Certificates, & Other Requirements

• Possession of a Valid Oregon Driver’s License, or the ability to obtain reliable transportation in order to travel throughout the area.
• Position requires successful completion of a criminal history check.
• Required to use bilingual skills in a conversational, interpretation, or translation setting to ensure the timeliness of operations in the unit or another COG unit
• This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

Requirements are representative of minimum levels of knowledge, skills and abilities. To successfully perform this job, the employee will possess the abilities or aptitudes to perform each duty proficiently.