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
