Office Specialist II Bilingual Required

Mid-Willamette Valley Community Action Agency

Job Location:

Salem, OR - USA

Monthly Salary: Not Disclosed

Posted on: 20 hours ago

Vacancies: 1 Vacancy

Job Summary

Mid-Willamette Valley Community Action Agency

OUR MISSION: EMPOWERING PEOPLE TO CHANGE THEIR LIVES AND EXIT POVERTY BY PROVIDING VITAL RESOURCES AND COMMUNITY LEADERSHIP.

Our Vision: All people are respected for their infinite worth and supported to envision and reach a positive future.

The Energy Services Office Specialist II is responsible for answering multiline telephones screening callers for eligibility greeting clients and providing paperwork and reviewing incoming applications. The Office Specialist 2 will utilize computers to gather client information reports and emails and will be responsible for processing and delivering mail.

MINIMUM QUALIFICATIONS

The requirements listed below are representative of the knowledge skill and/or ability required.

EDUCATION and/or EXPERIENCE

High School Diploma or General Education Degree (GED).
Three years of client intake reception or related experience.
Equivalent combination of education and experience may be considered.
Experience working with diverse populations in crisis is preferred.

CERTIFICATES LICENSES REGISTRATIONS

Candidate must pass pre-employment and random drug/alcohol screenings.

KNOWLEDGE SKILLS AND ABILITIES

Some knowledge of accessing community resources is preferred but not required.
Demonstrates intermediate abilities with Microsoft Office (Excel Teams Outlook Word) and other databases are required.
Ability to effectively communicate in both oral and written form.
Ability to clearly explain procedures and eligibility requirements to clients.
Demonstrates tact diplomacy and empathy when communicating with those in stressful conditions.
Bilingual English Spanish/Russian capabilities required. To qualify as bilingual staff must possess demonstrated abilities to speak read and write fluently in English and Spanish/Russian and pass a pre-employment bilingual proficiencies test.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

Greets and assists incoming guests as needed.
Thoroughly explains eligibility requirements to qualify for services to potential clients.
Remains current on services and funding source changes.
Answers incoming calls as needed. Explains application directions and the request process to clients.
Collects identification proof of income utility bills benefit information and other necessary information to determine eligibility from clients.
Utilizes OPUS database to create client files and verify client information needed to determine eligibility.
Follows up with clients by phone or email if additional information and/or documents are needed.
Monitors and reviews incoming digital applications via the website.
Reviews pending applications for completion.
Occasionally communicates payment commitments to the utility companies sending complete and accurate documentation in communications.
Works closely with team members to gather and share information regarding changes to process status of pending client applications and best practices in the office.
Works with other members of the Energy Services team to process applications communicate pertinent information problem-solve common roadblocks and communicate with clients as needed.
Validates all steps of the eligibility process and promptly corrects clerical or financial errors communicating issues and resolutions to all appropriate parties.
Effectively utilizes time to complete applications. Assists coworkers as able.
Maintains organized and accurate documentation in accordance with State and Federal regulations and guidelines.
Retains ongoing program updates and applies those updates in daily client assistance.
Maintains organized and accurate documentation and work area.
Performs all duties with client-centered mode of service.
Complies with MWVCAA safety and personnel policies including punctuality and attendance.
Establishes and maintains effective working relationships with team members clients and community partners.
Respects the confidentiality of all agency program coworker and client information.
Works as a team with the other Office Specialists to cover the front desk during breaks lunches and busy times and provides front desk coverage in the absence of the assigned Office Specialist.
Assists with intake of walk-in clients during peak times at the beginning of the month in order to assure a smooth and consistent office workflow.

SUPERVISORY RESPONSIBILITIES

There are no supervisory duties in this position.

PHYSICAL AND MENTAL DEMANDS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Specific vision abilities required by this job include close vision and ability to adjust focus.
Regularly lift and/or move 10 pounds and occasionally lift and/or move up to 25 pounds.
Manual dexterity for handling office equipment.
Maintains calm dispositions and regulates emotions when clients staff or others may become escalated.
Regulates emotions and handles pressure of frequent demands for attention time and work tasks.

WORK ENVIRONMENT

Indoor office environment with frequent interruptions and demands.
Occasionally exposed to outside weather conditions.
Noise level in the work environment is usually moderate.
On-site work is required for this position.

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race religion color national origin sex sexual orientation gender expression age veterans and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process or reasonable accommodations to perform the essential duties of the position please notify a member of our team at .

Required Experience:

Mid-Willamette Valley Community Action AgencyOUR MISSION: EMPOWERING PEOPLE TO CHANGE THEIR LIVES AND EXIT POVERTY BY PROVIDING VITAL RESOURCES AND COMMUNITY LEADERSHIP. Our Vision: All people are respected for their infinite worth and supported to envision and reach a positive future. The Energy Se...