Administrative Assistant 2 - APS & Licensing - Salem

Job Description:

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 APS & AFH Units by becoming an important link to Agency services for consumers, providers, and staff!

Recruitment #:     150-01-25

Closes:                January 29, 2025 (Last day for internal lateral transfer: 01/14/25)  

Location:              Salem, OR

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 advanced-level administrative assistance to the Adult Protective Services and Licensing Unit.

Essential functions:

1. Supports Agency’s APS and Licensing Unit operation
2. Facilitates consumer safety
3. Provides advanced level administrative support and facilitates unit paperwork flow
4. Facilitates confidence in Administrative Assistant, and therefore the Agency and programs
5. Protects clients and reduces Agency risk
6. Provides excellent customer service in a professional manner

1.  Supports Agency’s APS and Licensing Unit operation

• Generate regular and special reports on APS data
• Monitor training completion and unit outreach activities
• Serve as point of contact for providers and program staff in updating vacancy list
• Initiate contact with providers as necessary
• Maintain and regularly update Foster Home provider information
• Convert documents for internet usage and coordinate with IT for update
• Assist with scheduling, coordination, and preparation for AFH Provider monthly orientations, workgroups and outreach activities as needed, including preparation of materials, supplies, etc.

2.  Facilitates consumer safety

• Initiate, monitor and track background and criminal record checks applications for potential or current AFH providers and caregivers; follow-up as needed
• Provide individual coaching to AFH providers and caregivers requiring assistance with navigating online background check application
• Exchange sensitive background check and status information with Licensing
• Follow protocol for current background check system.

3.  Provides general-level administrative support and facilitates unit paperwork flow

• Coordinate and expedite APS and Licensing paperwork through entering and tracking data
• Assist unit manager with tracking employee time and attendance
• Maintain Unit’s leave calendar for business purposes
• Serve as a contact for the public regarding general information questions and public disclosure files
• Assist with scheduling regular agency vehicle maintenance and take vehicles for maintenance
• Seek efficient ways to provide support to units by recommending and implementing process improvements
• Prepare standard letters, compose correspondence
• Prepare materials such as licensing/orientation packets
• Mail, copy, file, and complete other general administrative tasks and special projects.

4.  Facilitates confidence in Administrative Assistant, and therefore the Agency and programs

• Embrace and exhibit the Agency Mission, Vision and Core Values. 
• Provide excellent customer service
• Meet the needs of internal and external clients, follow through and meet deadlines
• Interact with others in a respectful and culturally appropriate manner
• Maintain skills and knowledge to perform duties
• Provide suggestions for improvement
• Be aware of Agency programs and services.  

5.  Protects clients and reduces 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 regulations.

6.  Provides excellent customer service in a professional manner

• Apply the required knowledge and skills
• Exhibit good decision making and problem solving
• Meet quality standards in accuracy, timeliness, and exhibit good work habits
• Follow policy and procedures
• 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 towards clients, co-workers and others
• Exhibit regular attendance to meet the demands of this job and provide necessary services

Secondary Outcomes

None.

Supervisory Responsibilities

None.

Knowledge, Skills, and Abilities

The successful applicant must have the following general skills, including the ability to:

• Understand and interpret applicable policies and apply them to problem-solving and decision-making in order to serve external and internal customers
• Understand and respond to requests from internal and external customers, social service professionals, and the general public
• Apply the knowledge and skills in a timely, accurate, and efficient manner to meet deadlines
• Know and commit to abide by rules governing consumer confidentiality, mandatory reporting, and disclosure of public records

• Work effectively with a wide variety of individuals and small groups
• Interact with others in respectful and culturally appropriate ways

• Exhibit excellent interpersonal communication and listening skills

• Use good judgment, courtesy, and tact
• Speak, read, write, and understand English
• Follow verbal and written instruction

The successful applicant must have the following job-specific skills and experience, including the ability to:

• Prioritize own work
• Multi-task, track, and follow-through on assignments
• Work well with manager and provide support, at times, from a distance
• Be flexible to change priorities and focus
• Perform excellent research, writing, organizing, coordinating, database management, and reporting
• Demonstrate intermediate to advanced knowledge of general office programs, such as Microsoft Office Word, Excel, PowerPoint, etc.
• Maintain high confidentiality
• Ability to obtain certification to conduct background checks
• Use extensive business-English skills (grammar, spelling, and punctuation) and math skills
• Operate a personal computer, copier, fax machine, phone, and general office equipment, etc.

Other requirements

The successful applicant must have the following skills, including the ability to:

• Support the agency’s mission, ethics, and values
• Secure and maintain a valid driver’s license in the state of Oregon, or an acceptable alternative means of transportation
• Commit to regular attendance as it is required to meet the demands of this job
• Pass a criminal background check successfully
• Maintain and share information according to privacy regulations
• Serve as a mandatory reporter of suspected abuse of vulnerable populations as required by policy and regulation
• Complete necessary work as assigned

Salary : $3,721