Office Specialist

Job Description

We look for people 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.

Ability to juggle helps in this position!

Greet the public, answer and route phones and provide general office support in a busy environment.

Recruitment #:
Closes:
January 29, 2026

Location:

Salem, OR - Service Unit
Salary:
Starting at $3,375 per month with excellent benefits. (See below.)

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, and great culture.

Deferred Compensation, Life Insurance, Short Term Disability, Colonial Life Supplemental Plans, Legal Shield.

Meets Agency mission by providing general and specialized technical and functional office support services.

• Completes general and financial clerical tasks
• Facilitates service provider payment
• Performs receptionist duties
• Establishes and maintains logs, records, and files
• Maintains reception area and office supplies
• Facilitates confidence in Office Specialist 2, and therefore the Agency and programs
• Protects consumers and reduces Agency risk
• Provides excellent customer service in a professional manner
• Assembles, provides, and accepts application packets for agency programs and benefits; reviews application materials for completeness, verifies , makes copies and forwards for processing
• Issues Electronic Benefit Transfer (EBT) cards and follows procedures for cancellations, returned cards, and balance adjustments
• Maintains secure EBT card inventory and processes EBT card orders
• Processes Prior Authorization forms in Medicaid Management Information System (MMIS) including Emergency Response Systems (ERS) and Long Term Care Community Nursing (LTCCN) Prior Authorizations (PA), prints Medical  for consumers in MMIS
• Follows process to complete lost check affidavits; notarizes affidavits or refers to a Public Notary
• Secures returned checks and handles them according to established guidelines
• Receives and logs receipt of checks and cash payments
• Prepares payment deposits, verifies accuracy, and completes bank deposits of checks and cash payments
• Records deposits and issues payment receipts using receipting system
• Completes billing forms
• Verifies provider service authorization, reviews time entries, and approves pending queue
• Runs reports and batches of provider time entries for processing payment vouchers
• Monitors Oregon Provider Time Capture‑Direct Care Innovations (OR PTC‑DCI) solution (PTC) system for entries excluded from batch, processes late PTC entries and submits for payment
• Processes new service authorizations and creates provider payment vouchers
• Imports payment entries from PTC system to create payment vouchers
• Pays vouchers, processes time adjustments, underpayments, and over payments
• Researches and communicates with program staff regarding issues with PTC entries and voucher payment errors
• Provides technical assistance to providers and consumers in accessing, navigating, and utilizing PTC system
• Assists providers with logging into PTC system/app, resolving data entry errors, and updating personal user data, both remotely and onsite using agency–provided computer
• Answers questions regarding PTC entries
• Educates providers and consumers on technical resources for PTC and refers them to training materials
• Welcomes visitors, responds to phone calls, and directs consumers and visitors appropriately
• Identifies and routes calls to appropriate worker, transfers calls and refers consumers to Aging and Disability Resource Connection (ADRC) for resources
• Responds to inquiries and provides general information regarding programs and eligibility requirements
• Screens requests for service and routes to appropriate staff
• Makes simple referrals to other agencies and programs
• Responds to consumer calls and walk‑ins regarding the scheduling of renewal and intake…