SDS - Administrative Assistant

SUMMARY OF POSITION 

This position is FLSA Non-Exempt and eligible for overtime. This position is union represented. Provides a variety of administrative, clerical, and computer software support for the Senior and Disability Services Program., e.g., prepares reports, completes forms, compiles information for analysis, maintains mailing lists and various databases, provides data entry and processing.  Works on special projects as assigned. 

Performs position duties in a manner which promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully.  Engages in effective team participation through willingness to assist and support co-workers, supervisors, and other work related-associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner.  Demonstrates openness of constructive feedback and suggestions, in an effort to strengthen work performance.  Contributes to a positive, respectful, and productive work atmosphere.  Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a Mandatory Reporter by statutory requirement. 

ESSENTIAL JOB DUTIES 

95 % Essential Job Duties 

• Completing data entry in a variety of systems. 

• Report completion. 
• With the support of management developing process and procedure. 

• Updating manuals and other documents. 
• Performs a variety of other administrative and clerical-related duties in support of Senior and Disability Services Program. 

• Prepares spreadsheets and reports using various spreadsheets, database, and word processing software. 

OTHER JOB DUTIES 

5% Performs other related duties as assigned by supervisor. 

WORKING ENVIRONMENT 

Work is generally performed in an office environment with routine computer and telephone usage.  Position requires sitting and typing for long periods of time.  Position may require attendance at occasional evening meetings.  Occasional travel throughout the three-county area may be required to pick up meeting supplies, run errands for the program, attend training, or visit other COG work sites. 

SUPERVISION RECEIVED: Receives general supervisionfrom Senior and Disability Services Director 

SUPERVISORY RESPONSIBILITIES:  None 

MINIMUM QUALIFICATIONS 

Experience & Training 

Completion of high school or equivalent, and two years' experience which demonstrates knowledge, skills, and abilities of position; OR any satisfactory equivalent combination of education, training, and experience which demonstrates the knowledge, skills, and abilities to perform the duties of the job.  

Knowledge, Skills, and Abilities 

• Knowledge of confidentiality rules regarding client and provider records, including HIPAA regulations. 
• Knowledge of, and ability to operate, a personal computer. 
• Thorough knowledge and proficiency in the use of Microsoft software. 
• Excellent knowledge of business English, spelling, and punctuation. 
• Considerable knowledge of modern office practices and procedures.  
• Ability to exercise good time management skills in order to accomplish both daily tasks and on-going projects. 
• Ability to operate a variety of office machines and assist and train others in using standard office equipment. 
• Ability to understand verbal and written operating instructions and procedures and to initiate suggestions for appropriate involvement. 
• Ability to initiate own work with a minimum of supervision. 
• Ability to communicate well in writing and verbally. 
• Skills in performing detailed and complex clerical tasks. 
• Excellent skills in proofreading, editing and graphics layout required. 

Licenses, Certificates, & Other Requirements 

• Possession of a Valid Oregon Driver’s License or have the ability to obtain reliable transportation in order to travel throughout the three-county area. 
• Position requires successful completion of a criminal history. 

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position.  Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. 

Requirements are representative of minimum levels of knowledge, skills, and abilities.  To successfully perform this job, the employee will possess the abilities or aptitudes to perform each duty proficiently.