Administrative Assistant

Eugene, OR

Friends of the Children – Lane County is a vibrant, active chapter of a 30-year-old national professional mentoring organization. Our model is proven to break the cycle of generational poverty for children who face the most barriers, by providing paid professional mentors to work with youth for 12+ years, from kindergarten through high school graduation, no matter what.

Friends – Lane County is looking for a passionate, organized administrative ninja who would thrive working in support of our mission. Eligible candidates will be fierce advocates for children and will be self-motivated, proactive, results driven, and deeply passionate about the mission of Friends – Lane County. The Administrative Assistant will help with the logistics and details as we implement new processes related to medical billing as well as general office/administrative support that are key to the organization functioning. This is a full-time temporary position expected to be at least 9 months in duration with the strong possibility of becoming permanent. 

If you are seeking an opportunity to join a lean team with an energetic, whatever-it-takes, start-up approach, here’s what we have to offer you:  

  • You’ll start on the ground floor of a small nonprofit, then grow with us.
  • You’ll be part of a dynamic and supportive national network, with a proven, evidence-based mentoring model.
  • You’ll have new challenges daily. We commit to supporting you in every way, helping you serve our kids, and keeping your batteries charged.
  • You’ll be part of a friendly and collaborative workplace, where work-life balance is respected.
  • Most of all, you’ll play a critical role in helping Lane County’s children facing great barriers change the trajectories of their lives!

If you are this amazing person, here’s what we have to offer:

Position Details

Pay: $20-22 per hour  

Comprehensive Benefits Package including healthcare, dental, paid vacation, sick leave, and 401(k).

Intrigued? Want to know more? To learn more about the position’s responsibilities and qualifications, see below:

The following statements are intended to describe the general nature and level of work to be performed by individuals assigned to this position. They are not intended as a comprehensive list of all responsibilities, duties, and skills required of personnel so classified.

Core Job Accountabilities:

Activities Related to Medical Billing:

  • Research records tracking/submission needs associated with billable activities (client enrollment, client assessment, skill-building, case management, Health Related Social Needs (HRSN) qualification);
  • Identify if gaps exist in current tracking systems;
  • Identify and present alternative solutions that fulfill tracking requirements for billable activities;
  • Procure tracking solution software, if necessary;
  • In collaboration with Clinical Supervisor, identify and present alternative electronic health record Electronic Health Record (EHR) submission solutions, including those that might be required for submission of HRSNs;
  • In collaboration with ED and Clinical Supervisor, identify if different data tracking systems would considerably increase knowledge of impacts;
  • Create efficient workflow processes and forms that enable easy capture and submission of billable activities that minimizes impact on Program Team for both submission to Coordinated Care Organizations (CCO) and directly to the state;
  • Create records retention workflow regarding billable activities that meets Health Insurance Portability and Accountability Act (HIPAA) requirements;
  • Help create or procure HIPAA training for all organizational staff;
  • Help assess gaps in security and existing processes and identify solutions to integrate HIPAA requirements across existing processes within the organization;
  • Help develop staff training surrounding new systems and processes.
  • Prepare monthly summary reports of Medicaid billing, adjustments and revenue

Ongoing organizational support:

  • Assist Operations Manager and Program Manager with review of credit card charges submitted by staff
  • Process reimbursement submissions for Program Team
  • Identify gaps in paperwork submitted for youth/family participants and work with Program Team to complete missing elements
  • Review existing organizational MOUs and create a calendar of when they need to be updated
  • Identify gaps in school data received regarding youth participants – work with the ED to acquire that data
  • Assist Operations Manager with compiling data for various internal processes such as org dashboards, and grant and financial audits
  • Assist with ingoing and outgoing mail processing
  • Board of Directors logistics, including scheduling, coordinating with hosts/caterer, preparation of materials, surveys, registrations, and other projects.
  • Serving as the first point of contact for people visiting or calling the organization and directing them to the appropriate person for assistance.
  • Help complete and maintain the organizational calendar of events;
  • Taking notes during meetings to track action items.
  • Active participation in staff meetings and events, as required.
  • Monitors the general email inbox and directs email to the appropriate parties.
  • Assist with internal audits across all divisions of the organization 
  • Managing executive schedules.
  • Coordinating employee appreciation events.
  • Special event support and attendance, support in registration and logistics.
  • Staff event logistics, including scheduling, reservations, registrations, and catering.
  • Food and program supply purchases.
  • Assistance with surveys and data collection.
  • Assistance with data reporting and analysis

 Required Education, Experience & Abilities

  • A minimum of two years of administrative experience in a small office.
  • Proficiency in Microsoft Word, Excel, and Outlook; familiarity with databases and office   functions.
  • Exceptional customer service and interpersonal communication skills, and experience working with diverse constituencies.
  • Excellent written communication skills and attention to detail and accuracy.
  • Highly organized and dependable;
  • Ability to meet deadlines; maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.
  • Ability to maintain confidentiality, use good judgment, and follow procedures.
  • Ability to travel locally and adapt schedule to meet the organization’s needs (i.e., some evenings and an occasional weekend).
  • Maintain current driver’s license, good driving record, and vehicle insurance; 

Working Hours and Conditions:

This is a full-time, non-exempt position temporary position with strong possibility for permanency. Generally, the workday will be the traditional 8 hours M-F with some flexibility as to exact start and end times. There will be occasional after hours fundraising events which may need assistance from the role. 

Benefits:

Friends of the Children – Lane County cares about the health and well-being of our employees We offer generous vacation and sick leave paid time off, paid holidays, a comprehensive medical benefits package, a 401(k)-retirement plan, and ongoing professional development opportunities.

Employees can add optional plans, at employee expense, which include medical coverage for dependents, a Flexible Spending Account, and supplemental life insurance.

Compensation:

$20-22 per hour   

Location: Eugene, Oregon. Serving all of Lane County

Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends of the Children provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely on the basis of their qualifications for the job to be filled.