Administrative Support Specialist

Summary

ABOUT THE DEPARTMENT:
Deschutes County Health Services supports over 400 staff in Behavioral and Public Health programs working to promote and protect the health and safety of the community in a broad variety of community-based settings.

This position is part of Public Health service area, which works to keep people healthy and safe by striving to improve and protect the health of people in Deschutes County. This work includes: disease prevention, surveillance and control; food and consumer safety; assuring clean and safe drinking water; ensuring access to essential health services; providing education about healthy lifestyles; implementing strategies to reduce and prevent high-risk behaviors among youth; and responding to pandemics and emerging threats, outbreaks and other events.

Hear from staff about our workplace here.

ABOUT THE JOB:
This position works under basic supervision in our Public Health Department front offices in Redmond, Bend and La Pine by providing administrative support to our Public Health teams, including Women, Infants, and Children (WIC), Immunizations, Nurse Home Visiting, and Communicable Disease. The Administrative Support Specialist is the senior level in the administrative support job series, and responsibilities are of an advanced scope and typically require applying independent judgment, discretion, and initiative completing administrative support and customer service work assignments with advanced computer and interpersonal skills. The incumbent will work in a fast-paced environment that includes frequent contact with clients who access our services in person, virtually through the computer, and on the phone.

Reliable attendance and punctuality are essential functions of this position. The typical schedule is Monday-Friday, 8:00am-5:00pm. The candidate selected for this position will need to remain flexible in terms of their office location and be willing to alternate office locations in Bend, Redmond and La Pine.

Key Responsibilities:

• Maintain a high level of customer service and confidentiality while providing information and assistance to customers, visitors, and county employees in a busy environment, requiring the ability to multi-task and prioritize work assignments.
• Screen and route phone calls to all Public Health programs and other Health Services programs.
• Show flexibility, versatility, and resiliency working at different locations in a changing and fast-paced working environment.
• Understand and apply County policies and procedures in order to organize and coordinate work.
• Work independently and make appropriate decisions based on work experience and training, applying judgment to resolving problems, analyzing data, and making decisions.
• Perform experienced administrative duties which may include special projects, special program activities, managing calendars, research, and coordinating activities.
• Communicate professionally and collaborate within a team effectively.
• Enter data and numerical information into computer software with speed and accuracy, and maintain electronic records, files and databases.
• Ability to participate in trainings for extended periods of time, retain information and demonstrate an ability to accurately implement policies and procedures with little supervision.
• Be punctual with reliable attendance.

• County policies and procedures including accounting, budgeting, purchasing, and personnel rules.
• Applicable state and federal rules, codes, and regulations for area of assignment.
• Principles and practices of file management, accounting/bookkeeping, record keeping, case management, and records management using modern office equipment and software including spreadsheets, databases, and electronic mail.
• Techniques for dealing with the public in person, virtually through computer software, and over the phone.
• Accuracy and attention to detail.

• Maintaining professional confidentiality and HIPAA laws related to client health records.
• Using initiative and independent judgment within established rules, ordinances, codes, regulations, policies, procedures, administrative orders, and other governing regulations.
• Working effectively in a high-pressure environment with changing priorities.
• Reviewing documents for accuracy, completeness, and compliance with requirements, policy, rule and law.
• Writing professional reports and correspondence from brief instructions utilizing professional grammar, spelling, and punctuation.
• Prioritizing, organizing and carrying out assignments and special projects in a timely and professional fashion with basic supervision, independently as well as in a team setting.
• Establishing and maintaining cooperative working relationships with co-workers.

• This posting is not meant to be an all-inclusive list of duties and responsibilities, but rather constitutes a general definition of the position's scope and function.

Compensation

$4,366.86 to $5,851.99 per month for a 172.67 hour work month. Excellent County benefit package when eligible. This union-represented position is available immediately.

BENEFITS:
Our robust health plan is offered at a minimal cost of $95 per month for employee only or $116 per month for employee plus dependents, which includes an innovative on-site clinic, pharmacy, and wellness and wellbeing services. Additionally, we include life insurance, retirement (PERS), generous paid time-off (14-18 hours/month to start, pro-rated for part-time), holidays, and professional development opportunities. Please click HERE (Download PDF reader) for full benefit details.

Minimum Qualifications

• High school diploma or GED equivalent;
• AND four (4) years of administrative support experience;
• OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the essential functions of the job.

• Experience working with EHR software, specifically the EPIC/OCHIN platform and/or the TWIST platform.
• Experience working with Microsoft Office products including Word, Excel and Teams.
• Bilingual in English and Spanish.

Necessary Special Requirements

Driving is a requirement for this position. Possession of or ability to obtain a valid Oregon driver's license within 30 days of hire date. The employment offer will be contingent upon presentation of an acceptable and verifiable driver's license, pre-employment screening for criminal history, driving history, and controlled substances (NOTE: Positive test results for marijuana use may result in rescission of a contingent offer of employment). This screening must be completed with satisfactory findings in order for a formal offer of employment to be extended.

Must have dependable transportation and be able and willing to drive throughout Deschutes County in sometimes adverse weather conditions.

Deschutes County is proud to be an equal opportunity employer. We strive to build an inclusive environment that encourages, supports, and represents the diverse voices and needs of our communities. All are encouraged to apply - we welcome diverse perspectives and experiences.

If you are a veteran and would like to apply for Veterans' Preference, please click HERE for information.