Bilingual Office Specialist 2 - Environmental Health & Vital Statistics

Marion County requires on-site work. Remote work is not available.

Marion County Health and Human Services Public Health is currently seeking a Bilingual Office Specialist 2 to join our dynamic this vital role you will support our mission to protect promote and enhance the quality of life in Marion County. Your day-to-day responsibilities will be diverse and fast-paced from checking clients into the clinic and scheduling appointments to issuing birth and death certificates restaurant licenses and temporary permits. If you thrive in a collaborative evolving environment and enjoy interacting with the public both in person and over the phone wed love to hear from you. This is more than just a job its a chance to make a meaningful difference in the community every day.

GENERAL STATEMENT OF DUTIES
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services according to established practice and procedures; performs related work as required.

SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee who assigns work sets goals and reviews work for accuracy completeness and compliance with department and program policies and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however may provide training and give instruction to volunteers interns and other office staff.

This position provides services to monolingual Spanish-speaking clients; therefore fluent bilingual Spanish/English skills are required. English and Spanish skills are required to provide assistance to customers and staff with clerical interpretation and translation.

RECEPTION/GENERAL OFFICE SUPPORT

• Greet and screen customers/public requesting services providing information relating to county department and/or program services as appropriate for the following programs: PH Clinic/Environmental Health/Immunizations/Vital Records/TB. Interprets office policy to communicate information about services provided.
• Make and schedule referrals for individuals in person and over the telephone.
• Perform office receptionist functions to health inspectors medical examiners clinicians and administrative staff through filing faxing answering phones and in-person customer queries.
• Assist customers/public with filling out forms as needed.
• Forward records requests from providers and clients to records Office Specialist 3 upon request.
• Notarize documents as needed.
• Perform photocopying and faxing as requested.
• Sort and route mail/paperwork to appropriate staff.
• Share responsibility with other Office Specialists for stocking and ordering office supplies forms etc.
• Share responsibility with other Office Specialists in opening of service area.
• Share responsibility with other Office Specialists for preparing outgoing mail for Courier pick up and distributing shuttle mail.
• Utilizes Windows WordPerfect for Windows Visio Outlook Microsoft Project Manager Microsoft Publisher Microsoft PowerPoint Microsoft Excel Adobe Internet and Intranet and other computer software to carry out duties and any special duties assigned by supervisor.

• Data entry into Alert where appropriate.
• Initiate intake screening of clients for STI Immunizations CD and TB
• Complete medical records search for existing client records.
• Determine eligibility for client services and enter fee agreement in computer program.
• Initiate medical chart for client assessment in Dr. Cloud
• Accurately perform computer data entry of pertinent demographic information of client into Dr. Cloud
• Make data entries into Dr. Cloud as appropriate.
• Forecast of what immunization shots are needed after reviewing the immunization record
• Provide vaccine information sheets (VIS) to clients regarding immunizations they are to receive.
• Make appointments for clients for the STI Immunization CD and TB Clinic
• Create and print immunization records upon request.
• Verify client insurance eligibility in MMIS and In Touch screen and enter in the appropriate records
• Bill insurance for immunizations and other programs as needed.
• Sort date; proofread text for clarity spelling punctuation and format.
• Complete Medicaid Administrative Claiming program (MAC Survey) 4 times per quarter per Oregon Health Authority to document eligible Medicaid activities for programs to receive funding.

• Work directly with customers who are opening new businesses applying for temporary events or renewing annual licenses and refer to/coordinate with the designated health inspector as appropriate.
• Enter/update relevant information into CloudSuite the state electronic database.
• Issue statements for license renewals
• Receive enter complaint into CloudSuite transfer calls/messages to the designated health inspector.
• Enter data and print cards for food handlers

• Register original birth/death records occurring in Marion County according to state statutes and administrative rules.
• Prepare certified copies of birth and death certificates using the State Oregon Vital Event Records System (OVERS).
• Assist the public in filing corrections to birth and death records.
• Assist the public in filing paternity affidavits.
• Maintain birth/death records according to state statutes administrative rules and departmental policies and procedures.
• Maintain security and storage of state-issued Intaglio paper according to state statutes administrative rules and departmental policies and procedures.
• Generate and mail monthly funeral home statements
• Generate biweekly decedent by county report to elections office

• Collect customer payment of fees and issue a receipt from the county receipting program.
• Share responsibility with other office specialists for performing cash & credit/debit reconciliation daily.
• Count cash each day tabulate receipts for daily deposit close out credit card charges daily and update credit card machine as required by the bank.
• Coordinate with other clerical staff the attaching of the treasurers receipts daily to receipts.
• Train new employees on how to collect fees.
• Assure that cash control policy is being adhered to.
• Assist with yearly internal audits of cash control.

• Create and maintain filing system for all water testing files.
• Ensure filing is kept up to date.
• Maintain accurate specialized filing system for clinic.

• Train temporary staff and volunteers as required.
• Provide backup duties in the absence of other office specialists. This requires working at various sites so driving is required.
• Interpret Spanish language food handler classes.
• Translate English/Spanish forms as needed.
• Provide bilingual translation during food service inspections as needed.
• Perform other duties assigned by the supervisor.

EXPERIENCE AND TRAINING

1. High school diploma or equivalent; AND
2. One year of general office experience; OR
3. Any satisfactory combination of work education training or experience relevant to the position as determined by Marion County.
   
   

• This position provides services to monolingual Spanish-speaking clients; therefore fluent bilingual Spanish/English skills are required. An additional 5% will be added to the hourly wage as compensation for this skill. Finalist will be required to pass a verbal and writtenStandardized Spanish/English Fluency Assessment as part of the hiring process.
• Must possess a current drivers license in the applicants state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: finalist for this position will be required to pass a criminal history background check however conviction of a crime may not necessarily disqualify an individual for this position.
• This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
• This position is represented by a union.
• This is a full-time position which is eligible for overtime.
• Typical Work Schedule: Monday through Friday 8:00 am - 5:00 pm with flexibility depending upon the needs of the department and program.

KNOWLEDGE SKILLS AND ABILITIES
Knowledge of modern office practices procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition spelling and grammar.

Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients staff and the general public in a courteous professional manner; understand and effectively follow oral and written instructions communication and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.

PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hireyou will be required to complete the US Department of Homeland Securitys I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS PREFERENCE
Applicants are eligible to use Veterans Preference when applying with Marion County in accordance with ORS 408.225 408.230 and 408.235 and OAR and . Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at County is an Equal Opportunity Affirmative Action Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation through Human Resources in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mailHuman Resourcesif you wish to request an accommodation.