Job title: Administrative Assistant 2 – Nutrition Services 381
Company: NorthWest Senior & Disability Services
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 Nutrition Services Unit by becoming an important contributor for Agency services to our consumers!Recruitment #: 381-04-25Location: Salem, OregonCloses: Open Until FilledSalary: 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 DescriptionMeets Agency Mission by providing administrative assistance to the Nutrition Services Unit in the Older Americans Act Program (OAA).Essential FunctionsProvide administrative support to the Nutrition Services UnitSupport program services deliveryContribute to successful nutrition program operationFacilitate confidence in Administrative Assistant, and therefore the Agency and programsProtect consumers and reduce Agency riskProvide excellent customer service in a professional manner1. Provide administrative support to the Nutrition Services UnitProvide tracking, copy, file; draft, prepare and proof contracts, agreements, correspondence, reports, newsletters, forms and other materialsPrepare mailings of newsletters and media releasesEnter, retrieve, and track statistics and other data for program reporting systemsGenerate and submit reports on data compiledMaintain database for specific programs and servicesReview and verify accuracy of support documentation2. Support program services deliveryAssist with scheduling, coordination and preparation for meetings, special events and outreach activities, including preparation of materials and suppliesTrack nutrition services for consumers in the OAA/OPI/Title XIX programsCommunicate with program staff to verify consumer eligibility for services, initiate services, and update service recordsGenerate, process, track and reconcile nutrition payment vouchersGenerate monthly consumer billingMaintain monthly transaction records for Congregate, Home Delivered, and Frozen mealsProduce Home Delivered Meals assessment due reportsReceive, edit, and distribute monthly menu logs to agency mealsitesPrepare newsletters and media releases3. Contribute to successful nutrition program operationAssist with research, writing, organization and coordinationMaintain existing mealsite lease contracts, fire plan, food licenses, and insurance certificatesKeep mealsite inventory and order suppliesCompose and word process documents/letters, reports, etc.Complete general office work such as copying, filing, file preparation, etc.Coordinate and expedite paperwork through the Unit4. Facilitate confidence in Administrative Assistant, and therefore the Agency andprogramsEmbrace and exhibit the Agency Mission and Core ValuesProvide 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 dutiesMaintain skills and knowledge to perform dutiesBe aware of Agency programs and servicesProvide suggestions for improvement5. Protect clients and reduce Agency riskFollow policies, regulations and requirements of program and AgencyProvide documentation as set forth by Federal, State, funding regulations, and Agency policyServe 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 mannerApply the required knowledge and skillsExhibit good decision making, problem solving and work habitsMeet quality standards in accuracy and timelinessFollow policy and procedureExhibit good work habitsWork independently, seeking and offering assistance when neededExhibit 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 othersJob-Specific SkillsExperience as an administrative assistant, including knowledge of database programs, data entry, report generation and accuracyIntermediate to advanced level knowledge and experience of general office programs, such as word processing, publishing, basic spreadsheets, TASC and State of Oregon systemsAbility to multi-task, track, and follow-through on assignmentsAbility to maintain high confidentialityAbility to learn agency nutrition program and processesAbility to navigate Oregon ACCESS database, GetCare and TASC databases.Ability to prioritize own workFlexibility to change priorities and focusKnowledge of rules around mandatory reporting * Ability to provide onsite support to program coordinators and managementGeneral SkillsGood interpersonal skills with a variety of individualsAbility to interact with others in a respectful and culturally appropriate wayAbility to work effectively with a wide variety of individuals and small groupsPresentation skillsGood judgment and critical thinking skillsSpeak, read, write and understand English, and follow verbal and written instructionSecondary OutcomesNoneSupervisory ResponsibilitiesNoneExperience and Skills:Minimum QualificationsWe 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 experienceAbility to secure and maintain a driver’s license valid in the state of Oregon, or an acceptable alternative means of transportationSuccessful completion of a background checkWork Environment/Physical DemandsThis 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.Classification: Administrative Assistant 2Position Number: 381Salary Range: R16FLSA Status: Non-ExemptUnit: Nutrition ServicesLocation: SalemReports to: Nutrition Services ManagerUnion Status: RepresentedLast revision: September 2021This 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.
Expected salary: $3721 per month
Location: Salem, OR
Job date: Sat, 19 Apr 2025 00:05:45 GMT
Apply for the job now!
Administrative Assistant 2 – Nutrition Services 381
