Job Descriptions:

We look for individuals 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.

Apply your skills in coordinating administrative workflow in support of the Nutrition Services Unit by becoming an important contributor for Agency services to our consumers!

Recruitment #: 381-04-25

Location: Salem, Oregon

Closes: Open Until Filled

Salary: Starting at $3,721 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 administrative assistance to the Nutrition Services Unit in the Older Americans Act Program (OAA).

Essential Functions

Provide administrative support to the Nutrition Services Unit

Support program services delivery

Contribute to successful nutrition program operation

Facilitate confidence in Administrative Assistant, and therefore the Agency and programs

Protect consumers and reduce Agency risk

Provide excellent customer service in a professional manner

Provide administrative support to the Nutrition Services Unit

Provide tracking, copy, file; draft, prepare and proof contracts, agreements, correspondence, reports, newsletters, forms and other materials

Prepare mailings of newsletters and media releases

Enter, retrieve, and track statistics and other data for program reporting systems

Generate and submit reports on data compiled

Maintain database for specific programs and services

Review and verify accuracy of support documentation

Support program services delivery

Assist with scheduling, coordination and preparation for meetings, special events and outreach activities, including preparation of materials and supplies

Track nutrition services for consumers in the OAA/OPI/Title XIX programs

Communicate with program staff to verify consumer eligibility for services, initiate services, and update service records

Generate, process, track and reconcile nutrition payment vouchers

Generate monthly consumer billing

Maintain monthly transaction records for Congregate, Home Delivered, and Frozen meals

Produce Home Delivered Meals assessment due reports

Receive, edit, and distribute monthly menu logs to agency mealsites

Prepare newsletters and media releases

Contribute to successful nutrition program operation

Assist with research, writing, organization and coordination

Maintain existing mealsite lease contracts, fire plan, food licenses, and insurance certificates

Keep mealsite inventory and order supplies

Compose and word process documents/letters, reports, etc.

Complete general office work such as copying, filing, file preparation, etc.

Coordinate and expedite paperwork through the Unit

Facilitate confidence in Administrative Assistant, and therefore the Agency and

programs

Embrace and exhibit the Agency Mission and Core Values

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

Maintain skills and knowledge to perform duties

Be aware of Agency programs and services

Provide suggestions for improvement

Protect clients and reduce 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.

Provide 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)

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

Job-Specific Skills

Experience as an administrative assistant, including knowledge of database programs, data entry, report generation and accuracy

Intermediate to advanced level knowledge and experience of general office programs, such as word processing, publishing, basic spreadsheets, TASC and State of Oregon systems

Ability to multi-task, track, and follow-through on assignments

Ability to maintain high confidentiality

Ability to learn agency nutrition program and processes

Ability to navigate Oregon ACCESS database, GetCare and TASC databases.

Ability to prioritize own work

Flexibility to change priorities and focus

Knowledge of rules around mandatory reporting

Ability to provide onsite support to program coordinators and management

General Skills

Good interpersonal skills with a variety of individuals

Ability to interact with others in a respectful and culturally appropriate way

Ability to work effectively with a wide variety of individuals and small groups

Presentation skills

Good judgment and critical thinking skills

Speak, read, write and understand English, and follow verbal and written instruction

Secondary Outcomes

None

Supervisory Responsibilities

None

Required Experience:

Minimum Qualifications

We will consider any combination of education and experience that shows the minimum knowledge, skills and abilities to perform the job. However, the following combination is preferred:

Associate degree in office technology, business administration, or other related studies.

Plus 2 years of related experience

Ability to secure and maintain a driver's license valid in the state of Oregon, or an acceptable alternative means of transportation

Successful completion of a background check

Work Environment/Physical Demands

This job is performed primarily in the office, in a cubicle environment, using general office equipment and includes substantial sitting with noise and interruptions. May require infrequent travel within the five county service area for meetings. Travel requires driving an Agency car or employee car.

These essential outcomes require regular sitting, talking, hearing, computer use; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 35 pounds.

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

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Classification: Administrative Assistant 2

Position Number: 381

Salary Range: R16

FLSA Status: Non-Exempt

Unit: Nutrition Services

Location: Salem

Reports to: Nutrition Services Manager

Union Status: Represented

Last revision: September 2021

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: Administrative Assistant 2 - ADRC 141-07-18

From: NorthWest Senior & Disability Services

NorthWest Senior & Disability Services

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Administrative Assistant 2 - Nutrition Services 381-04-25