Administrative Support Specialist

Job Description:

Administrative Support Specialist

Description

Summary

ABOUT THE DEPARTMENT:
Our Mission is to promote and protect the health and safety of our community. Our department has a primary responsibility to help address the basic health and wellness of Deschutes County residents. The department offers services at more than 40 locations in Deschutes County including public schools; health clinics in Bend, La Pine, Redmond and Sisters; five school-based health clinics; agencies such as the KIDS Center and the State of Oregon Department of Human Services; area hospitals; care facilities and homes.

To hear from staff about working at Deschutes County Behavioral Health, please click HERE.

ABOUT THE COUNTY:
We know where you choose to live, work and play matters. Deschutes County is one of the largest employers in Central Oregon and the largest municipal government in the region. Our dedicated and passionate workforce of more than 1,250 employees provide County services in a number of departments, divisions, and offices.

Located in the heart of Central Oregon, between the towering Cascade Mountain Range to the west and the high desert plateau to the east, Deschutes County is the outdoor recreation capital of Oregon. We enjoy a renowned quality of life, with big-city opportunities and small-town neighborhoods.

We hope you’ll consider joining our talented team.

ABOUT THE JOB:
Our Behavioral Health Front Office department is in charge of serving clients, either in person or by phone, by providing quality care at all times. We have offices in La Pine, Redmond and Bend. Our commitment is to serve the community in a professional and accurate manner. This position will provide administrative support to Behavioral Health Intensive Services teams and clinicians serving the public. The incumbent is responsible for performing a variety of administrative tasks that require intermediate computer and interpersonal skills. Duties include, but are not limited to: clerical and administrative tasks, including special projects, managing calendars, using an Electronic Health Records (EHR) system to enter, validate and view client information associated with the services that are provided, greeting and checking in behavioral health clients, answering phones, faxing, emailing and making appointments in EHR (EPIC), processing applications for service, updating demographics, insurance and billing, and communicating with other departments (Billing, Medical Records). The incumbent will work in a fast-paced, multitasking environment that includes frequent contact with clients in person and on the phone. The incumbent will receive training and be expected to routinely complete knowledge checks to ensure policies and procedures are accurately attained and sustained.

Reliable attendance and punctuality are essential functions of this position.

The candidate selected for this position will primarily be located in Bend at the Deschutes County Downtown Clinic after their initial training period, but will need to remain flexible and work at alternate office locations in Bend, Redmond and La Pine as needed.

Key Responsibilities:

• Maintain a high level of customer service and confidentiality while providing information and assistance to clients, visitors, and county employees in a busy environment.
• Show flexibility, versatility, and resiliency working in a changing and fast-paced working environment and occasionally in different locations.
• General front office and administrative support.
• Enter data and numerical information into a computer system with speed and accuracy, and maintain electronic records, files and databases.
• Understand and apply County policies and procedures in order to organize and coordinate work.
• Make appropriate decisions based on policies and procedures, supervisor direction, work experience and training.
• Oversee fleet vehicles, including but not limited to scheduling and coordinating with the Road Department for maintenance and tire swapping.

What You Will Bring:
Knowledge of or experience with:

• General office procedures and methods.
• Modern office equipment and software, including processing, spreadsheets, databases, and electronic mail.
• English language usage, grammar, spelling and punctuation.
• HIPAA requirements related to client health records.

Skill in:

• Maintaining confidentiality.
• Multitasking in a fast paced environment while balancing multiple challenging situations at once.
• Presenting a calm demeanor when individuals receiving behavioral health services are dysregulated.
• Prioritizing, organizing and carrying out assignments and special projects in a timely and professional manner with basic supervision.
• Demonstrating an ability to accurately implement policies and procedures with limited supervision.
• Working effectively in a team setting as well as independently.
• Communicating effectively both verbally and in writing.

*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.

Notification to all candidates will be sent via email and/or text only. Please opt in for text messaging or check your email and your Governmentjobs.com account for application status.

Review the full job description by clicking HERE.

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 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.

Preferred Qualifications :

• Bilingual in English and Spanish.
• Knowledge of Microsoft Office products including Word and Excel.
• Knowledge of EHR software, specifically the EPIC/OCHIN platform.

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.

NOTE: Per OAR 407-007-0000 to 407-007-0100 this position requires a Criminal Background check through the State Background Check Unit/Orchards, which may also include being fingerprinted. These rules provide for the reasonable screening under ORS 181A.195, 181A.200, 409.027 AND 413.036 of the County’s employees to determine if they have a history of specific criminal behavior identified in federal or state law or rules such that they should not be allowed to work, be employed, or perform in positions covered by these rules. Please click HERE to review Criminal Records Check Rules. All offers of employment for this position are contingent upon the candidate receiving final approval from the State Background Check Unit/Orchards to work in this position.

Excellent County benefit package when eligible.
Deschutes Countyoffers eligible employeesa comprehensive healthcare package that covers medical, prescription, dental, and vision coverage at a minimal cost of $95 per month for employee only or $116 per month for employee plus dependents. Coverage becomes effective the first of the month following1month of employment. Included in the health care package is the Deschutes Onsite Clinic (DOC), which provides a wide range of health, wellness, and primary care services to employees and their dependents. The DOC offers convenient hours and no out-of-pocket costs to patients. The DOC Pharmacy is a full service pharmacy available to employees and dependents to have their prescriptions filled at a discounted co-pay. In addition to the health care package, DeschutesCounty provides a generous and comprehensive benefits program to eligible employees.

Employer paid benefit offerings include:

• Life Insurance for employee and dependents
• Accidental Death and Dismemberment Insurance
• Long-term Disability Insurance
• Employee Assistance Program
• Retirement Program through Oregon PERS
• Time Management Leave

Employee paid voluntary benefit offerings include:

• 125 Flexible Spending Program
• 457 Deferred Compensation Program
• Supplemental Life and Accident Insurance

To learn more about Deschutes County's generous benefit offerings, please visit www.deschutes.org/hr and click on Employee Benefits.

Closing Date/Time: 4/28/2025 11:59 PM Pacific

Salary:

$4,366.86 - $5,851.99 Monthly