Be part of the team that ensures every newborn's family has a warm and secure connection to their community and the resources available. Marion County Health and Human Services, Early Childhood Nursing is currently recruiting for an Office Specialist 2 position. If you are looking for a position that offers variety, flexibility, and a purpose, then this is the position for you.

GENERAL STATEMENT OF DUTIES
Independently performs a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures; performs related work as required.

SUPERVISION RECEIVED
Works under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.

Typical Duties - Duties include, but are not limited to the following

This position provides services to monolingual Spanish-speaking clients; therefore, fluent bilingual Spanish/English skills are required.

Clerical support for Early Childhood Nursing staff

• Provides clerical support for Early Childhood Nursing staff.
• Accept confidential client referrals by telephone, mail, and fax. Contact the referring agency/person making referral for further information if needed.
• Contact clients to cancel appointments when staff are unable to meet scheduled appointments due to illness.
• Create and update forms as needed for service area.
• Monitor whereabouts of field nurses for their safety
• Refer telephone or drop-in clients to appropriate agency and inform them of resources available.
• Contact new referrals and process referral.
• Input referrals into Sales Force, and Dr. Cloud
• Schedule and Reschedule appointments as needed.

Records Management/Filing

• Create and maintain records system for all client charts.
• Maintains the medical records in good condition with proper alpha coding and year stickers.
• Retrieves client records using Raintree database through Report Manager, Raintree, & Chart archiving database
• Recall charts from archiving, as needed.
• Maintains confidentiality in accordance with HIPPA Laws.

Data Entry and Reports

• Enroll new clients to MCHD data system, and update enrollments as needed.
• Create and maintain Referral and Open Cases List
• Enroll clients to Family Net, Raintree and ORCHIDS Database and update as needed.
• Compiles, processes, and analyzes technical data
• Verifies client OHP eligibility via the MMIS website.
• Monitor coding data submitted by staff, enter into Dr. Cloud for billing services
• Translate data and compile technical quarterly reports and other Early Childhood reports as needed by supervisor.
• Complete visit surveys in THEO as needed.
• Run and compile weekly Unbilled Ticket Report for the nurses
• Assemble data for Family Connects, Babies First & CACOON reports
• Provide daily rest period and lunch break coverage for Administration Office Specialist 2, as well as coverage during regularly scheduled meetings.
• Provides back up for OS3 duties in their absence, also for running reports and scheduling conference rooms as needed for staff in Early Childhood Nursing/WIC area.
• Other job duties as assigned by your supervisor.

Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.

Requirements for the Position

EXPERIENCE AND TRAINING

• Graduation from high school, or equivalent; AND
• One year of general office experience; OR
• Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

NECESSARY SPECIAL REQUIREMENTS

• This position provides services to monolingual Spanish-speaking clients; therefore, fluent bilingual Spanish/English skills are required. An additional 5% will be added to the hourly wage as compensation for this skill. Finalist will be required to pass a verbal Standardized Spanish/English Fluency Assessment as part of the hiring process.
• The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.
• This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
• This position is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, 8:00 am - 5:00 pm, with flexibility depending upon the needs of the department and program.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar.

Skill and ability to types at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.

PHYSICAL REQUIREMENTS
Stands; sits; moves about the work area; bends forward; stoops; reaches overhead; climbs 1 floor of stairs; lifts up to 35 lbs.; pushes and pulls up to 10 lbs.; moves carts weighing up to 80 lbs.; carries up to 80 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12 pt. font; hears a normal speech level; works in areas that may have occasional exposure to dust and/or office chemicals such as toner for copiers or fax machines.

PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.

VETERANS’ PREFERENCE
Applicants are eligible to use Veterans’ Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS’ PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.