Administrative Assistant 2 - Nutrition Services 381-04-25

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

  
  

  1. 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

  
  

  2. 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

  
  

  3. 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

4. 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

  
  

  5. 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.

  
  

  6. 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

Experience and Skills:

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.

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.

From: NorthWest Senior & Disability Services