Client Services Admin Assistant

Department: Client Services Reports To: Care Coordination Manager Position Type: 1.0 FTE, 40 Hours/Week, Non-Exempt Work Type: In Person, Not Hybrid/Remote Eligible Salary Range: $20.00 to $21.20/per hour Salary Note: Bilingual candidates are eligible for an additional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary range above. Benefits Available: Read more at http://hivalliance.org/employment/benefits Agency Overview: Read more at https://hivalliance.org/engage/careers-at-hivalliance/ External Applicants: Apply directly through our website, via the Agency Overview link. All applicants must submit a complete job application, supplemental questions, and resume via the job portal to be considered. Internal Applicants: Apply via email, following the emailed application instructions Position Summary: The Client Services Administrative Assistant performs administrative tasks necessary for the delivery of care coordination, however does not directly participate in care coordination. This position is responsible for completing daily tasks assigned by managers, keeping ongoing assignments updated, and recognizing the need for further assistance in the Client Services Program. Essential Functions and Responsibilities: Documentation: Maintain accurate and timely documentation of client interactions, placements, services provided, and progress updates in agency databases. Document meeting minutes. Coordination of Services: Work collaboratively with care team members to process program referrals, process and mail out client financial assistance, assist with covering reception , and other administrative tasks to support the coordinator of client services. Data Entry: Enter program data into client database and run program reports. Filing: Assist with program filing including closing client charts. Client Events: Assist with planning client events on a monthly to quarterly basis. This includes shopping for food, preparing and mailing flyers, processing space rentals, and calling clients about events. Travel: Ability to travel to process mailings and other department errands. Ability to transport clients on occasion. Standards: Comply with all applicable program standards, guidelines, laws and administrative rules. Ability to maintain client confidentiality. Ability to work well with others, handle stress appropriately, have reliable attendance Other tasks as assigned, including training/cross-training other staff as needed Required Qualifications: Minimum 1 year of administrative work or related experience TB test (provided at agency) Valid Oregon driver’s license, or valid out of state driver’s license with the ability to get an Oregon driver’s license within 30 days of establishing residency in Oregon, and a driving record sufficient to be covered by agency auto insurance policy. Ability to pass agency criminal background check Ability to obtain Food Handler’s Card (cost covered by agency) Professional Competencies: Interpersonal Communication & Conflict Management (proactively communicates effectively, listens carefully to others, exhibits acceptable standards of conduct, deals effectively with others in difficult situations, works to reduce tension & conflict) Organizational Awareness (takes time to learn about agency culture, policies, and procedures; recognizes and balances the interest and impact of one’s department with those of other departments, programs, and the agency as a whole) Embraces Change (actively identifies problems and opportunities for change, implements solutions where appropriate, maintains effectiveness & adjusts well when experiencing changes in work tasks, environment, processes, and requirements) Living the Agency Vision & Values (demonstrates an understanding of agency vision and values, keeping the vision and values at the forefront of decision making) Client & Customer Focused (keeps client and customer needs a primary focus; develops and sustains productive relationships with clients, customers, & partners) Valuing Diversity (appreciates and leverages the capabilities, insights, & ideas of all individuals; works effectively with individuals of diverse style, ability, & motivation) Physical Demands: While performing the duties of this job, the employee is required to Repetitively use hands, including grasping, twisting/turning of wrists, and finger dexterity to perform various necessary clerical duties, such as typing and writing. Frequently use arms, such as pushing & pulling to open/close drawers, cabinets, etc. Sit and/or stand for extended periods of time at an assigned station Bend, stand, & reach to be able to transport clients and to lift and carry up to 25 pounds for tasks such as building kits & assembling testing/educational materials. Use continuous clarity of vision at 20 inches or less for processing of paperwork The physical demands described above here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Working Conditions, Travel, and Environment: The duties of this job require individuals to be able to work in non-traditional and community-based settings. Additionally, the duties of this job include travel to other locations necessary to complete essential job functions, including the ability to transport self to job-related events and locations. This role requires regular reliable attendance, including: Ability to work flexible hours, including early mornings, evenings, and weekends Ability to work 5 days per week for a minimum of 40 hours per week Ability to work in loud, crowded, busy, or escalated environments Ability to drive at night and during various weather conditions safely Expected hours: No less than 40 per week Benefits: Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance Work Location: In person