Administrative Assistant - Health Administrative Services

Marion County, OR - Salem, OR (30+ days ago)3.0

Marion County Health and Human Services is in search of an experienced Administrative Assistant to join our team. The ideal candidate will have a general understanding of Human Resource functions and have excellent communication and customer service skills. If you enjoy a fast paced, diverse work day and enjoy growing your skills, this may be the opportunity that you are looking for!

Performs technical and/or administrative assignments of a department or agency-wide scope. This classification encompasses positions in large, multi-program/division departments, in which the position devotes the majority of time as a liaison with Payroll and Personnel, managing a variety of complex labor issues, managing time reporting and accounting for a variety of shift work, and requiring familiarity with, and application of, the terms of multiple labor contracts to all personnel and payroll transactions.

Works under the general supervision of a manager or supervisor who assigns work, establishes goals, and reviews the results obtained for overall effectiveness through the analysis of performance, reports and conferences.

May provide lead direction to employees performing clerical support duties.
Typical Duties - Duties include, but are not limited to the following

Assists with the management of complex personnel functions for a large department with multiple labor contracts and diverse services. Applies expertise and knowledge of labor contracts, personnel rules and labor laws to personnel transactions. Acts as a liaison between the Health & Human Services (HHS) and the County's Human Resources (HR) and Benefits Departments. Works with County HR analysts as needed for complex personnel issues.

Recruitment – Processes recruitment paperwork for regular and temporary employees including tracking hiring request forms and processing recruitments in NEOGOV. Prepares and sends supervisors benefit outlines. Maintains recruitment files (purging according to retention schedule). Has a significant role relating to NEOGOV, including coordinating training of staff and management to access and use the NEOGOV system. Serves as resource to management on complex recruitment issues and makes recommendation for resolution. Reviews recruiting announcement for accuracy in the absence of the hiring manager. Works with the hiring manager to determine which additional advertising options should be utilized for classifications that are harder to recruit.

Pre-Employment Processes (Background Checks & Drug Testing)

Background Checks – Primary person responsible for understanding and managing a complex process of criminal history background checks as required by the Background Check Unit (BCU), Office of Human Resources Shared Services, Department of Human Services & Oregon Health Authority, for Aging & People with Disabilities, Developmental Disabilities, Addictions and Mental Health. Must stay current on changes that are made in background check rules, policies, procedures and laws. Maintains criminal history files and tracking log and assures confidentiality and record retention requirements are met. Notifies supervisors and Administrator if new hire does not pass background check. Reviews and codes invoices for background checks and fingerprinting and submits to the Administration Division Director for payment approval and processing. Provides additional information (complete Job Classification Specifications, complete EJF, supervisor contact information in order to obtain more job-specific information) as requested by the BCU to aid in their investigation in making a determination.

Drug Testing – Assures drug testing policy is followed where appropriate (safety sensitive or special needs classifications). Receives results from HR and coordinates issues with HHS managers and Administrator. Provides information and/or updates to management in regards to drug testing process changes.

Employee Onboarding

Hiring – Receives and processes new hire paperwork. Sets up new employees in NeoGov and HRIS by performing data entry from new hire paperwork. Serves as resource to management on complex hiring issues and makes recommendation for resolution. Generate and distribute annual Hiring Schedule.

New Employee Orientation (NEO) - Serves as a HHS resource for newly hired staff. Prepares offer letters for new and promoting HHS staff to assure staff is scheduled for and completes appropriate trainings. Prepares and presents at NEO, explaining policies and procedures related to leave time and applicable guidelines for use of leave time. Coordinates with County HR and HHS presenters regarding County and HHS orientations. Ensures that documents are complete and that appropriate backup documentation is provided. Ensures NEO packet materials are kept up-to-date, modifying forms and/or information as needed. Generates NEO rosters, prints new employee data sheets and checks SAMS/OIG websites for all new hires. Receive and completes Employer section of I-9 forms from returning staff that do not need to attend County orientation and submit completed form to County HR; as well as receiving completed W-4 form and PERS/OPSRP Information Sheet and submitting both to County Finance/Payroll.

ID Badges/Keycards/Metal Keys – Submits requests for ID Badges and/or Keycards/Keys for new hires based on established processes. Enters keycard information into HRIS and scans keycard/key documents in Laserfiche.

Family Medical Leave - Acts as backup resource to staff and management for FMLA/OFLA rules. Maintains knowledge of current laws, policies, procedures and Union contract(s) language regarding Family Medical Leave. Prepares and distributes Family Medical Leave request forms, verify hours for eligibility, provides provisional designation paperwork and makes designations as assigned by supervisor. Consults with Office Manager to assure compliance with FMLA/OFLA laws, Union Contracts and County Policy. Prepares and scans Secondary Status for FMLA/OFLA tracking in Oracle. Submits Requests to Receive Donated Leave as established by the Leave Donation Program policy.

Evaluations – Receives and processes completed evaluations after reviewing for completeness and accuracy. Enters changes into HRIS database. Scans evaluations into Laserfiche and files completed evaluation packets in employee's personnel file. Serves as resource to management and staff regarding evaluations (researching history of evaluations, providing past copies).

Personnel Actions/HRIS/Oracle/Laserfiche – Prepares and submits Personnel Actions forms for Name Changes, Auto-Promotions and Second Wage Jobs (for temps) while ensuring compliance with collective bargaining agreements and personnel rules. Updates HRIS for all unpaid leave adjustments. Enters data into NeoGov and HRIS for all new hires. Sends request for supervisory changes, address changes, etc. to HR-Processing. Scans miscellaneous HR documents into Laserfiche.

Incident Reports (IR's) – Assigns log #; prepares IR Summary Sheet; routes IR as appropriate to Division Director, Medical Director, Risk Management, Privacy Officer; Abuse Investigator, Safety Committee, Clinical Review Committee, System Issues Committee; reviews IR's with Division Director(s); closes IR's; scans closed IR's into Laserfiche.

Other job duties as assigned by your supervisor. - Provides backup duties int he absence of Office Manager; Provides backup duties in the absence of Payroll Clerk; Provides backup duties in the absence of other Administrative Assistant.

Response Level 1: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Due to regular assignment, employee may be assigned a leadership role in the provision of essential services or response functions. Staff at this response level must complete Incident Command System 100, 700, 200, and 800 on-line or in-person training.

Requirements for the Position

Graduation from high school, preferably supplemented by course work in business administration, accounting, computer programs or related work; AND
Four (4) years of progressively responsible experience in an office environment in a liaison or coordinating role; OR
Any satisfactory equivalent combination of education, training and/or experience relevant to the 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).
Q.E.D. certification from D.O.H. required within 3 months of hire.
The finalist for this position may be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.
This assignment is represented by a union.
This is a full-time position, which is eligible for overtime.
Typical Work Schedule: Monday through Friday days, with flexibility depending upon the needs of the department and program.
Considerable knowledge of: administrative procedures and the ability to apply those principles; office equipment, computer equipment and programs, and demonstrated skill in their use; office record keeping procedures and accounting principles; laws and regulations as they pertain to the position.

Ability to: effectively coordinate the work of support staff; communicate effectively in both verbal and written form; maintain effective working relationships with coworkers, administrative staff from a variety of agencies, and the public.

Complies with Health and Human Services Department behavioral expectations, county and department policies, procedures and regulations; uses technology tools, such as computers and other hardware and software programs, as adopted by the county and the department to conduct and discharge department and service area business and to maintain, collect and report client and service information; provides backup and support to co-workers; utilizes universal precautions when performing job tasks that increase risk of exposure to blood or body fluids; establishes and maintains professional and effective working relationships with customers, co-workers and other agencies; maintains punctual and regular attendance; participates fully as a member of a team; participates fully as support to a service area(s); participates in employee training and orientation; provides training to co-workers as requested; maintains licenses/credentials as required; performs other job duties as assigned by supervisor.

Stands; sits; moves about the work area; lifts, pushes, pulls and carries up to 10 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12 pt. font; hears a normal level of speech.