Job Descriptions:

We look for people in our organization who are passionate about our mission and values, and providing excellent customer service.

We value our employees, working closely with them to help them be successful. We value the people we provide services to, ensuring they receive the highest quality of customer service.

Ability to juggle helps in this position!

Greet the public, answer and route phones and general office support in a busy environment.

Recruitment #: 089-05-26

Closes: June 19, 2026

Location: Dallas, OR

Salary: $3,641 - $4,879 per month with excellent benefits. (See below.)

Agency Sponsored: Medical/Dental 100% paid for employee and 90-98% for dependents: generous Paid-time off, Public Employee Retirement (PERS), Employee Assistance Plan, Long Term Disability, great culture.

Employee paid: Deferred Compensation, Life Insurance, Short Term Disability, Colonial Life Supplemental Plans, Legal Shield.

General Description

Meets Agency mission by providing general and specialized technical and functional office support services.

Essential Functions

Completes general and financial clerical tasks

Facilitates service provider payment

Performs receptionist duties

Establishes and maintains logs, records, and files

Maintains reception area and office supplies

Facilitates confidence in Office Specialist 2, and therefore the Agency and programs

Protects consumers and reduces Agency risk

Provides excellent customer service in a professional manner

Completes general and financial clerical tasks

Assemble, provide, and accept application packets for agency programs and benefits; review application materials for completeness, verify ID, make copies and forward for processing

Issue Electronic Benefit Transfer (EBT) cards and follow procedures for cancellations, returned cards, and balance adjustments

Maintain secure EBT card inventory and process EBT card orders

Processing Prior Authorization forms in Medicaid Management Information System (MMIS) including Emergency Response Systems (ERS) and Long Term Care Community Nursing (LTCCN) Prior Authorizations (PA), print Medical ID Cards for consumers in MMIS

Follow process to complete lost check affidavits; notarize affidavits or refer to a Public Notary

Secure returned checks and handle according to established guidelines

Receive and log receipt of checks and cash payments

Prepare payment deposits, verify accuracy, and complete bank deposits of checks and cash payments

Record deposits and issue payment receipts using receipting system

Complete billing forms

2.Facilitates service provider payment

Verify provider service authorization, review time entries, and approve pending que queue

Run reports and batches of provider time entries for processing payment vouchers

Monitor Oregon Provider Time Capture-Direct Care Innovations (OR PTC-DCI) solution ("PTC") system for entries excluded from batch, process late PTC entries and submit for payment

Process new service authorizations and create provider payment vouchers

Import payment entries from PTC system to create payment vouchers

Pay vouchers, process time adjustments, underpayments, and overpayments

Research and communicate with program staff regarding issues with PTC entries and voucher payment errors

Provide technical assistance to providers and consumers in accessing, navigating, and utilizing PTC system

Assist providers with logging into PTC system/app, resolving data entry errors, and updating personal user data, both remotely and onsite using agency-provided computer

Answer questions regarding PTC entries

Educate providers and consumers on technical resources for PTC and refer them to training materials

3.Performs receptionist duties

Welcome visitors, respond to phone calls, and direct consumers and visitors appropriately

Identify and route calls to appropriate worker, transfer calls and refer consumers to Aging and Disability Resource Connection (ADRC) for resources

Respond to inquiries and provide general information regarding programs and eligibility requirements

Screen requests for service and route to appropriate staff

Make simple referrals to other agencies and programs

Respond to consumer calls and walk-ins regarding the scheduling of renewal and intake appointments; schedule and cancel new consumer intake appointments

Respond to consumer inquiries regarding OregoNEligibilty (ONE) correspondence and refer consumers to program staff for follow up

Track in-person consumer visits and update walk-in traffic log for statistics purposes

Receive, sort, scan, and distribute daily mail, route incoming fax transmissions, and prepare outgoing mail

Make copies of presented documents and correspondence from service providers and consumers

Establishes and maintains logs, records, and files

Type agency correspondence, documents, and program-related material

Print, mail, scan, upload and email documents and correspondence for office staff working remotely

Convert existing paper files to electronic files through the Electronic Document Management System (EDMS); upload files into ONE

Perform quality checks of scanned and uploaded files

Archive records and purge files according to agency guidelines

Maintain filing of National Voter Registration Act (NVRA) reports and declinations weekly

Request files from state archive and archive files not subject to electronic storage conversion

Process electronic case transfers in OACCESS, assign case workers and provide written notification to branch/consumer, transfer cases to Estates Administration Unit (EAU).

5.Maintains reception area and office supplies

Order and maintain inventory of office supplies, agency stationery, forms and publications

Clean and sanitize reception area and interview rooms, including common-use office furniture and equipment

Perform office opening and closing procedures

Monitor general office equipment functionality and request equipment maintenance when needed.

6.Facilitates confidence in Office Specialist 2, and therefore the Agency and programs

Embrace and exhibit the Agency Mission Vision and Core Values

Provide excellent customer service, meeting the needs of internal and external consumers, following through, meeting deadlines, interacting with others in a respectful and culturally appropriate manner, and maintaining skills and knowledge to perform duties

Be aware of Agency programs and services

Provide suggestions for improvement

7.Protects consumers and reduces Agency risk

Follow policies, regulations and requirements of program and Agency

Provide documentation as set forth by Federal, State, funding regulations, and Agency policy

Serve as a Mandatory Reporter of suspected abuse of vulnerable populations as required by policy and regulation.

Maintain and share information according to privacy policies and regulations.

8.Provides excellent customer service in a professional manner

Apply the required knowledge and skills

Exhibit good decision making, problem solving and work habits

Meet quality standards in accuracy and timeliness

Follow policy and procedure

Exhibit good work habits

Work independently, seeking and offering assistance when needed

Exhibit technology skills related to the work needing to be done, (word processing, spreadsheets, database, internet research, mail, IM, desktop publishing, electronic scheduling, phones, copiers, scanners, fax)

Exhibit a positive attitude toward consumers, co-workers and others

(FOR BILINGUAL POSITION ONLY)

Provide bilingual services

Communicate with and provide services to individuals whose primary language skills are non-English.

Serve as an interpreter for the Agency in identified language pair, including translation of written materials.

Supervisory Responsibilities

None

Required Experience:

Minimum Qualifications - Experience and Education

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 is preferred but all qualifications meeting the minimum requirements will be considered:

High school diploma or GED

Prefer that education is supplemented by secretarial/office training

Three (3)years of progressively responsible secretarial or office experience using personal computers

If bilingual, ability to successfully demonstrate the required level of proficiency for bilingual duties.

Knowledge, Skills, and Abilities

The successful applicant must have the following general skills, including the ability to:

Understand and interpret applicable policies and apply them to problem-solving and decision-making in order to serve external and internal customers

Understand and respond to requests from internal and external customers, social service professionals, and the general public

Apply the knowledge and skills in a timely, accurate, and efficient manner to meet deadlines

Work effectively with others

Exhibit excellent interpersonal communication and listening skills

Use good judgment, courtesy, and tact

Speak, read, write, and understand English

Follow verbal and written instruction

Know and commit to abide by rules governing consumer confidentiality, mandatory reporting, provider records, and investigations

The successful applicant must have the following job-specificskills, including the ability to:

Use considerable skills to accomplish a variety of computer-based tasks including intermediate word processing, basic spreadsheet operations, intermediate database work, basic communication (e-mail), and other general office computer applications.

Learn and apply general office practices such as confidentiality rules, employee records maintenance, client records maintenance, and agency policies and procedures applicable to the specific program and area of work

Use extensive business-English skills (grammar, spelling, and punctuation) and math skills

Operate a personal computer, copier, scanner, fax machine, phone, and general office equipment, etc.

Work Environment and Physical Demands

Office support specialists typically work in an office environment. They must be able to:

Use a computer, telephone, and other office equipment

Tolerate and be able to work where the noise level is that of a typical office

Encounter frequent interruptions throughout the work day

Regularly sit, talk, or hear

Use repetitive hand motions

Handle objects and sustain a sense of touch

Stand, walk, reach, and bend

Lift up to 25 pounds

Contact with the public in home or office environments may risk exposure to people with contagious diseases or irrational/hostile behavior and contact with domestic animals.

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Classification: Bilingual Office Specialist 2

Position Number: 089

Salary Range: R15

FLSA Status: Non-exempt

Unit: Dallas

Location: Dallas

Reports To: Program Manager

Union Status: Represented

Last Revision Date: July 2022

This job description is a general guide for the job to be performed and does not cover everything. Employees may be required to perform other duties, including covering for, and in, other offices. Employees are expected to follow and perform other job-related duties requested by their manager.

Reasonable accommodations will be made as needed.

Job descriptions are subject to change.

Keyword: Office

From: NorthWest Senior & Disability Services

NorthWest Senior & Disability Services

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