Administrative Specialist 1 (Developmental Disabilities Program)

Administrative Specialist 1 (Developmental Disabilities Program)

Job ID: 107427

Location: Oregon City, Oregon

Full/Part Time: Full Time

Regular/Temporary:Regular

CLACKAMAS COUNTY CORE VALUES

Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:

• Service
• Professionalism
• Integrity
• Respect
• Individual accountability
• Trust

By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT.

https://www.clackamas.us/countyadmin/spirit

Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.

CLOSE DATE

This Job Posting closes at 11:59 p.m. (Pacific Time) on Wednesday, May 1, 2024.

PAY AND BENEFITS

Annual Pay Range: $26.387212 - $33.327760

Hourly Pay Range: $51,455.06 - $64,989.13

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.

We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle.

Employee benefits become effective the first of the month following an employee's date of hire.

Attractive benefits package and incentives for employees in regular status positions are detailed below.

Generous paid time off package, including:

• 12 hours of vacation accrued per month

• Eligible newly hired employees will have the one-time option to frontload their first year of vacation accruals in compliance with https://dochub.clackamas.us/documents/drupal/a51ff5d3-d243-49ba-aa11-15324f4c0bf8! This means you have access to vacation time at time of hire.

• 8 hours of sick accrued per month
• 10 paid holidays and 1 personal day per year

Other Benefits:

• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):

• Employer paid 6% PERS retirement contribution (The county currently pays the employee's share of the retirement contribution.)
• OPSRP members get vested after five years of contributions or when they reach age 65

• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits (see links below for additional information)

This is a Full Time County position represented by the Employees' Association.

https://dochub.clackamas.us/documents/drupal/1e311321-f9ff-4daa-8753-bbdfb4e8d1b4

http://www.clackamas.us/des/benefits.html

JOB DETAILS AND QUALIFICATIONS

Clackamas County Social Services Division is seeking an 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. Although not required for this position, bilingual skills in Russian and English are highly preferred.

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:*

• 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
• 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. https://dochub.clackamas.us/documents/drupal/69fd8013-4594-4afd-bee9-f1e0aeab42ea
• 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. http://dochub.clackamas.us/documents/drupal/828106a0-265a-47cc-a3a6-0a2c8b028673.

Preferred Special Qualifications/ Transferrable Skills:*

• Bilingual fluency in Russian and English
• 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

*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:

• 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.

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):

• 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 the

Preferred Special Qualifications/ Transferrable Skills:*

• Bilingual fluency in Russian and English
• 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

*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:

• 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.

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):

• 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 the

Preferred Special Qualifications/ Transferrable Skills:*

• Bilingual fluency in Russian and English
• 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

*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:

• 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.

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):

• 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 the

Preferred Special Qualifications/ Transferrable Skills:*

• Bilingual fluency in Russian and English
• 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

*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:

• 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.

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):

• 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 the https://dochub.clackamas.us/documents/drupal/9065b5fb-2237-47ce-9534-e7c8c40fc2bc and 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.

EXPLORE CLACKAMAS COUNTY

Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.

http://www.clackamas.us/

http://www.clackamas.us/onboarding/

https://www.mthoodterritory.com/

ABOUT THE DEPARTMENT

The Social Services Division provides assistance to seniors, people with disabilities, veterans, and low-income residents of Clackamas County.

Social Services is a Division of the http://www.clackamas.us/h3s/

http://www.clackamas.us/socialservices/.

Health, Housing, and Human Services (H3S) consists of six divisions, dedicated to ensuring health families and strong communities in Clackamas County.

Mission Statement: We lead and learn with equity in serving individuals, families, and communities by providing access to high quality healthcare, housing, and services that strengthen social and economic resilience.

Vision Statement: Individuals, families, and communities are resilient and thriving.

H3S is committed to improving programs and ensuring better outcomes for the people served, and focuses on the following goals:

• EMPOWERED AND THRIVING STAFF - H3S staff are empowered, engaged and have a sense of belonging while being valued and supported to thrive.
• EQUITY DRIVEN SERVICES - H3S promotes and provides accessible, equitable and culturally responsive services.
• ORGANIZATIONAL EXCELLENCE & CONTINUOUS QUALITY IMPROVEMENT - H3S operates consistently, efficiently and effectively as a cohesive department, using our individual and collective skills and expertise.

APPLICATION PROCESS

Clackamas County only accepts online applications.

Help With Your Application:

Health, Housing, and Human Services (H3S) consists of six divisions, dedicated to ensuring health families and strong communities in Clackamas County.

Mission Statement: We lead and learn with equity in serving individuals, families, and communities by providing access to high quality healthcare, housing, and services that strengthen social and economic resilience.

Vision Statement: Individuals, families, and communities are resilient and thriving.

H3S is committed to improving programs and ensuring better outcomes for the people served, and focuses on the following goals:

• EMPOWERED AND THRIVING STAFF - H3S staff are empowered, engaged and have a sense of belonging while being valued and supported to thrive.
• EQUITY DRIVEN SERVICES - H3S promotes and provides accessible, equitable and culturally responsive services.
• ORGANIZATIONAL EXCELLENCE & CONTINUOUS QUALITY IMPROVEMENT - H3S operates consistently, efficiently and effectively as a cohesive department, using our individual and collective skills and expertise.

APPLICATION PROCESS

Clackamas County only accepts online applications.

Help With Your Application:

Health, Housing, and Human Services (H3S) consists of six divisions, dedicated to ensuring health families and strong communities in Clackamas County.

Mission Statement: We lead and learn with equity in serving individuals, families, and communities by providing access to high quality healthcare, housing, and services that strengthen social and economic resilience.

Vision Statement: Individuals, families, and communities are resilient and thriving.

H3S is committed to improving programs and ensuring better outcomes for the people served, and focuses on the following goals:

• EMPOWERED AND THRIVING STAFF - H3S staff are empowered, engaged and have a sense of belonging while being valued and supported to thrive.
• EQUITY DRIVEN SERVICES - H3S promotes and provides accessible, equitable and culturally responsive services.
• ORGANIZATIONAL EXCELLENCE & CONTINUOUS QUALITY IMPROVEMENT - H3S operates consistently, efficiently and effectively as a cohesive department, using our individual and collective skills and expertise.

APPLICATION PROCESS

Clackamas County only accepts online applications.

Help With Your Application:

Health, Housing, and Human Services (H3S) consists of six divisions, dedicated to ensuring health families and strong communities in Clackamas County.

Mission Statement: We lead and learn with equity in serving individuals, families, and communities by providing access to high quality healthcare, housing, and services that strengthen social and economic resilience.

Vision Statement: Individuals, families, and communities are resilient and thriving.

H3S is committed to improving programs and ensuring better outcomes for the people served, and focuses on the following goals:

• EMPOWERED AND THRIVING STAFF - H3S staff are empowered, engaged and have a sense of belonging while being valued and supported to thrive.
• EQUITY DRIVEN SERVICES - H3S promotes and provides accessible, equitable and culturally responsive services.
• ORGANIZATIONAL EXCELLENCE & CONTINUOUS QUALITY IMPROVEMENT - H3S operates consistently, efficiently and effectively as a cohesive department, using our individual and collective skills and expertise.

APPLICATION PROCESS

Clackamas County only accepts online applications.

Help With Your Application:

https://dochub.clackamas.us/documents/drupal/6b3147a3-bf84-4f52-8238-64a37e936b4f

https://www.clackamas.us/jobs#helpwiththeapplication

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto:jobs@co.clackamas.or.us?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

HOW TO CLAIM VETERAN'S PREFERENCE

https://www.clackamas.us/des/jobs.html

https://dochub.clackamas.us/documents/drupal/a67ee11c-861c-4126-aa5a-4dec6174f6eb

VISA SPONSORSHIP

Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.

EQUAL EMPLOYMENT OPPORTUNITY

Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.

OTHER INFORMATION

Applicants must pass a criminal records and abuse check according to ORS 409.027 in order to be considered. This requirement is an important step to ensure safety and quality care for the most vulnerable Oregonians, which are children, seniors and people with disabilities.

RECRUITING QUESTIONS?

Kelly Schaefer, Recruiter
mailto:KSchaefer@clackamas.us?subject=RECRUITMENT%20QUESTIONS

To apply, visit https://apptrkr.com/5201999

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