Front Desk Office Assistant Job at Wallowa Valley Center for Wellness
POSITION TITLE: Office Assistant
REPORTS TO: Front Office Manager and Grants Manager
SUPERVISES: Not a supervisory role
FLSA STATUS: .5-1 FTE Non-Exempt
SALARY: DOE
POSITION SUMMARY: The Office Assistant can be the first point of contact for all clients and staff entering the building.
Maintaining a pleasant and welcoming atmosphere, providing quality client support through face-to-face interactions as
well as by supporting clinical staff with client needs is critical to success in this position. Office Assistants interface with
many components of client service where the ability to interpret client requests and accurately relay program offerings
is critical. The Office Assistant needs to demonstrate independent proficiency in all of the following areas. Other duties
may be assigned.
ESSENTIAL DUTIES:
? Core Functions:
o Ability to track and report data
o Scheduling off site appointments for clients using google and internal system
o Comfortable talking on the phone and calling clients
o Keep track of office supply inventory
o Work well as part of a team
o Comfortable and able to relate to people who are affected by psychosis and/or other serious mental
health issues
o Participation in various agency meetings
o Ability to accurately, efficiently and effectively utilize multi-line phone system
o Multi task roles of laundry, break room stocked with supplies
? General Public Interaction:
o Able to deal effectively and in a friendly manner with community members and colleagues in person and
by phone
o Provides easy and welcoming access to services regardless of ability to pay or location or residence
o Ability to remain calm if clients escalate
? Scheduling:
o Ensures that clients are scheduled for appointments using electronic scheduling programs(s). This may
include keeping track of several calendar systems as well as maintaining clinician schedules
Office Assistant, created 12/5/22
o Issues appointment reminders
o Prepare technology to ensure tele-health providers are ready to start before appointments
? Filing:
o Ensures that documents are filed in clients’ charts according to established formats
? Mail:
o Assists in retrieving and distributing mail, stocking stamps, and preparing outgoing mail
? Miscellaneous Duties:
o Ensure forms/screenings are available in clinical rooms
o Ensure security, integrity and confidentiality of data
o Adhere to office policies and procedures
o Handle inquiries and re-direct complaints/ grievances/ complaints to appropriate Director
o Maintain a safe and secure working environment
QUALIFICATIONS:
? High School diploma/ GED AND equivalency of at least 2 years’ experience secretarial or office procedures
training and experience *required
? Office experience in a mental health, medical or human services fields *preferred
? Must pass background check *required
? Self-directed yet able to work with supervision and effectively within a team *required
? Ability to use a computer for word-processing, basic Excel spreadsheet accounting, MS Word and development
of forms *preferred
? Proficiency in Google Suite *preferred
? Proficiency in OCHIN *preferred
? Willing to work weekdays
OTHER SKILLS AND ABILITIES:
? Organize, establish priorities and multi-task effectively
? Interact and relate to clients, staff, supervisors and others with professionalism, confidentiality, respect and
dignity
? Excellent ability to communicate clearly, with accurate punctuation, grammar and spelling in both written and
verbal formats
? Basic mathematical skills
? Ability to learn quickly, adapt to changing environment and adhere to general office procedures
? Hands on experience with office machines (phone systems, fax machines, printers, shredder)
? Familiarity with electronic scheduling tools
? Strong organizational and planning skills in a fast-paced environment
? Familiarity with and utilization of a Trauma Informed Care approach is highly valued
Office Assistant, created 12/5/22
CONFIDENTIALITY: This position requires the handling of highly confidential information. Must adhere to rules and laws
pertaining to client confidentiality.
COMMUNICATION SKILLS: Must be able to communicate information in both oral and written form with the ability to
present and exchange information internally across teams and co-workers, and externally with clients and the public,
Information communicated ranges from routine/ basic information to complex and confidential information
LEADERSHIP & TEAMWORK: Must be able to work effectively and constructively with other office staff, clinicians, the
administrative team and all other staff. Participates in staff meetings.
PHYSICAL DEMAND:
This position requires you to be regularly available for work as scheduled. Position requires professional and personal
skills to cope with stress associated with work involving a high degree of mental, emotional and physical demands. This
position also requires the ability to bend, stoop, push and pull. While performing the essential duties of this job, the
employee is regularly required to sit; talk and hear; use hands and fingers and handle or feel; reach with hands and
arms. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions
of this position.
WORK ENVIRONMENT:
Work is performed in an office environment and the noise level is usually moderate, but occasionally may be exposed to
loud noise such as raised voice levels and alarms. Occasionally the work environment may extend to off-site locations.
Reasonable accommodations may be made to enable persons with disabilities to perform the essential function.
Wallowa County Center for Wellness is an equal opportunity employer.
Position open until filled. Opening Date: 01/02/2023
To apply, submit an application online. Be sure to include a resume and cover letter.
Questions? Reach out to our HR Specialist Josey Ross at 541-512-7785 or email Josey.Ross@wvcenterforwellness.org
This is not a benefited position.
Wallowa Valley Center for Wellness offers a competitive benefit package and promotes work place wellness. We also value family and vacation time and highly encourage all eligible employees to take their vacation time each year. We believe play, rest, and vacations are critical for our staff to provide love-filled care to our community.
Our Benefits
We offer benefits to all employees, including:
- Free Employee Assistance Program benefits
- Sick time accruals (up to 8 hours accrued per month)
- Bereavement
- Paid time off for Jury Duty
- Family and Medical Leave benefits according to Federal requirements
- Oregon Family Leave benefits according to State requirements
- Employee paid Short Term Disability, Flexible Spending Account, Cancer, Dental, Accident and Hospitalization policies through Aflac
Employees working at least 10 hours or more a week earn all the above, and:
- Paid vacation accruals (full time employees can accrue up to 8 hours per month)
Employees working 20 hours or more a week earn all the above, and:
- 11 paid holidays
- 5 Wellness Days per year
- Retirement Benefits with employer contribution after 1 year and 1000 hours of service. Employees contribute 4% and employer contributes 8%.
Employees working 30 hours more a week earn all the above, and:
- Medical, Dental and Vision benefits available for employee and family with 75% employer-paid premiums,
- Life Flight benefit- Paid for by WVCW
- Life Insurance Coverage of up to $25,000- Paid for by WVCW
- We recognize domestic partnerships for family establishment as determined by the state of Oregon.
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