- A minimum of one (1) year of relevant administrative program support experience that would provide the required knowledge and skills to perform the responsibilities of this position
- Bilingual fluency in Spanish and English
- Experience using strong organizational skills for office procedures, practices and equipment
- Experience using principles, procedures, and techniques of independent research and program administration
- Experience identifying administrative problems and recommending and implementing solutions
- Ability and skill to understand, interpret and apply County and department policies and procedures
- Computer proficiency, specifically in MS Word and Excel
- Must pass a post-offer, pre-employment drug test.
- Must pass a criminal history check which may include national or state fingerprint records check
- Driving may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.
- Experience working with individuals with intellectual or developmental disabilities
- Intermediate to Advanced level proficiency in MS Word and Excel
- Experience reading, interpreting, and analyzing rules and policies for a human services and/or social services program
- Experience researching and organizing training materials, and facilitating or supporting a work group
- Experience establishing and maintaining cooperative working relationships with other county employees, state employees, community partners, and contracted providers
- Experience with accounting principles and processes
- Experience organizing and maintaining office and administrative systems and procedures
- Data entry including reviewing, approving, and entering timesheets into databases; Entry and reconciliation of billable encounters to database; Create, complete, and file service agreements; Collect, review, and process mileage claims; Enter service authorizations into database plan of care. Data management including processing and reconciling accounts payable and receivable requests, billings, and various fiscal reports; Review and verify fiscal reports for accuracy; Investigate and correct errors to ensure compliance with state contract. Problem solve with Employers of Record, Personal Support Workers, Service Coordinators, Agency Service Providers, Brokerage Agencies, the Administrative Team, and/or the Management Teams.
- Assist Program Managers with administrative duties, coordinate meeting schedules, agendas, and materials, record minutes, manage calendar and scheduling of various appointments, meetings and conferences.
- Establish, revise, and recommend administrative procedures, systems, and workflow processes, monitor activities to ensure conformance with adopted program work plans, research and report on existing methods and recommend improvements to practices and procedures, coordinate program functions, develop and maintain operating or procedural manuals.
- Compile and file data, prepare regular and periodic reports to assist in the evaluation of operations and services or to document compliance, conduct surveys and research source documents, maintain computerized databases, compile statistical information for analysis, review reporting requirements and technical materials, interpret data, recognize common irregularities and report those to supervisor, and prepare, compile, or edit reports and other materials for use in operational planning and processes and public meetings.
- Provide centralized control for response to customer service issues, clarify, resolve, or assign public inquiries and complaints to appropriate personnel for resolution, provide information, prepare, and edit written materials regarding department/division services, activities, programs, projects and personnel, and interpret relevant policies, procedures, laws, and regulations.
- Track and update credentialing or re-credentialing, certifications, memberships, and other licensures for staff, coordinate staff training and travel, plan, prepare, and present workshops for agency staff, clients, or the public, and assist staff in locating necessary resources for programs or procedures.
- Provide staff support to internal advisory and operating committees, and may represent management at various meetings.
- Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.
- This position is eligible for hybrid on-site/telework subject to theand based on the Department's business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.
Bilingual Administrative Specialist 1 - Oregon City, United States - Clackamas County
Description
JOB DETAILS AND QUALIFICATIONS
Clackamas County Social Services Division is seeking a Bilingual Administrative Specialist 1 to provide a high level of professional administrative and operational support to the Developmental Disabilities (DD) Program. The Administrative Specialist 1 will perform administrative duties in support of the Developmental Disabilities Program, including the DD Administrative Team, DD Management Team, and the Service Coordination Team. Primary responsibilities include data entry, data compilation, regular and periodic report preparation, and assisting in the reconciliation and evaluation of program operations and services. This position requires bilingual fluency in English and Spanish.
Our Program strives to create a culture of belonging where everyone feels welcome, valued and engaged in the work of supporting individuals who experience Intellectual and/or Developmental Disabilities. We value inclusion and believe everyone's voice is important. We value equity and strive to provide individuals with the resources they need to succeed. If you are looking to expand your career, we encourage you to apply. Clackamas County Developmental Disabilities Program is experiencing rapid growth and we are looking for a team member who is eager to learn as well as lead, and put their compassion and creativity to work.
We are excited to learn about the unique perspective and experience you would bring to our team.
We are looking for an individual who has a passion for ensuring equitable access to services. A successful candidate will be able to work independently and as part of a team, and be comfortable in a fast-paced environment. They will be able to work proficiently with multiple, complex spreadsheets, databases and online systems. An ideal candidate will have experience working in the field of Intellectual and/or Developmental Disabilities.
Required Minimum Qualifications/ Transferrable Skills:*
Preferred Special Qualifications/ Transferrable Skills:*
*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.
TYPICAL TASKS
Duties may include but are not limited to the following:
WORK SCHEDULE
This position is included in the County's alternate workweek program, working 37.5 hours during a standard workweek of Monday through Thursday (Fridays off):