Overview
Bill Entry Specialist Jobs in Oregon at SAIF
JOB INFORMATION
Non-exempt; full-time; 40 hours per week; Monday – Friday; 7:30 AM – 4:30 PM; full-benefits
The position provides administrative support to the Department of Social Services Administrative Operations Division. This position is responsible for administrative and logistics tasks to facilitate the smooth operation of the department. Supervision is received from the Social Services, Administrator of Operations.
Frederick County Government values the principles of diversity and inclusion, and strives to ensure equal opportunities for its workforce, applicants and community members. If you are a person who wants to make a difference, give back to your community, and be a voice for change, apply to Frederick County Government today.
TOTAL COMPENSATION PACKAGE:
Frederick County offers an extensive compensation package to reflect how highly we value our employees. The following is what you can expect in your first year as a full time benefited Frederick County Government employee.
11 days of Vacation leave with increase after 2 years of employment
15 days of Sick leave with unlimited annual carryover
11 paid scheduled holidays, plus 2 additional floating holidays
Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County HSA contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including Dental, Vision, and Flexible Spending
100% County paid 2x annual salary Group Term Life Insurance and AD&D benefit
Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
Generous Tuition Reimbursement Program
County and Employee funded Defined Benefit Pension Plan
Vesting after 5 years of service (effective 7/1/2024)
Additional service credit for eligible previous public service, military service, etc.
Other employee paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, Critical Illness, Accident, and Hospital Indemnity Insurance, etc.
For more information, visit our benefits page on the Frederick County Government job opportunities webpage.
ESSENTIAL DUTIES AND JOB RESPONSIBILITIES
Provide administrative and logistical support to the Administrative Operations Division; help to identify opportunities for process improvements and provide feedback to management
Maintain, track and monitor inventory of items to include office supplies, equipment, furniture, emergency supplies and office forms; receive, verify and store incoming items
Set-up and maintain manual and computerized files and filing system
Perform various clerical duties necessary (photocopy, file, prepare mailing labels, stuff envelopes, etc.)
Prepare and maintain various documents for office supply inventory to ensure sufficient stock levels are maintained to minimize inventory, identify trends, and anticipate potential shortages/surpluses, and maintain and track documents and supplies to prevent loss, or damage to inventory items
Coordinate with procurement to place orders, ensuring timely delivery and cost-effectiveness
Coordinate inventory control compliance by tracking and tagging capital items; complete disposable forms/orders for furniture and other items when broken in accordance with State of Maryland Inventory Control guidelines
Maintain and organize forms; ensure they are organized, accessible, and free from damage; distribute forms to relevant departments/individuals as requested, ensuring timely delivery and accurate record-keeping of requests and distribution
Retrieve the mail and packages from the post office daily; sort, distribute, process and track incoming and outgoing mail following established guidelines for handling sensitive or confidential mail/packages; maintain records of mail and packages
As needed, troubleshoot and resolve issues related to mail delivery and coordinate with postal services
Coordinate schedules and set up regular team meetings to verify forms are accurate and up to date
Plan and coordinate meeting room setups and breakdowns; perform physical tasks such as moving furniture, setting up tables and chairs, and arranging equipment
Ensure proper setup and operation of audiovisual equipment, presentation tools, and room dividing systems for meetings and events; troubleshoot issues related to room setup, equipment malfunctions, or last-minute changes to meeting arrangements, and implement solutions quickly and efficiently
Provide backup support to the Office Manager for FCDSS fleet-related tasks, including vehicle assignment, maintenance scheduling, statistical reporting, and fleet communications monitoring
Assist with the development of job aides
Drive vehicles to the County maintenance facility or other automotive repair shops as needed; assist in the bi-annual inspection of the FCDSS fleet
As needed, maintain cleanliness of warehouse
As needed, serve as backup to the Facility Manager
Perform other duties as assigned
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Any single position may not be assigned all duties listed above, nor do the examples cover all duties that may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
QUALIFICATIONS AND REQUIREMENTS
The qualifications/requirements, knowledge/skills/abilities and physical requirements or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
High school graduation or equivalent
Minimum 2 years administrative support work experience
Minimum 1 year logistics or inventory control work experience
Intermediate skills in MS Office Suite
Possession of a valid automobile operator’s license
KNOWLEDGE, SKLLS AND ABILITIES:
Ability to maintain County Authorized Driver privileges
Knowledge of mail processing equipment such as postage meters and computerized mailing software
Strong record-keeping skills, including the ability to effectively maintain tracking data on spreadsheets
Strong attention to detail
Ability to accurately compile and prepare statistical data and reports
Ability to effectively access and utilize Microsoft Office Suite, e-mail, spreadsheet and other systems and equipment, and to learn new software as it is required
Ability to interpret data and statistics for reporting
Ability to effectively organize work, determine priorities, including the ability to make decisions and complete assigned duties with minimal supervision
Discretion and good judgment in dealing with sensitive and personal information with ability to maintain appropriate confidentiality
Strong and effective spoken and written (English) communication skills including the ability to clearly explain policies and procedures
Ability to establish and maintain effective working relationships with co-workers, supervisors, external associates, representatives of other organizations and the general public
PREFERENCE MAY BE GIVEN FOR:
Work experience in local government
Additional years of inventory control work experience
PHYSICAL REQUIREMENTS/WORKING CONDITIONS:
While working in this position, the employee is required to frequently walk; occasionally sit, lift up to 50 pounds; and rarely climb, stoop, lift over 50 pounds, push and pull up to 40 pounds, reach and drive
While working in this position, the employee is required to frequently work indoors and outdoors; and rarely work in a dusty and noisy environment
ADDITIONAL INFORMATION / EXAMINATION PROCESS
This position is not eligible for telework
Available for varied hours as needed, to include the ability to work outside of normal business hours to support “after-hour” events
EXAMINATION PROCESS (may include):
1. An evaluation of training and experience
2. One or more interviews
Retirement Plan:
A defined benefit retirement plan is provided for all regular County employees. Employees are automatically enrolled in either the Uniformed Plan (5 year vesting) or the Non-Uniformed Plan (5 year vesting, effective 07/01/2024) depending upon position classification. The majority of support for the plan is provided by the County; however, employees are required to make a mandatory pre-tax contribution towards their benefit. Retirement benefits are payable at normal, early or delayed retirement. Retirement benefits are also payable upon termination and in the event of death or disability.
Health Insurance:
County employees have a choice of two medical insurance plans, an In-Network (HMO) Plan or a High Deductible medical plan with a Health Care Savings Account, to provide coverage for medical and surgical expenses, hospital and emergency care expenses, mental health expenses and prescription drugs. The County and participants share in the cost of the health insurance with the employee having the benefit of pre tax contribution deductions. Medical insurance goes into effect on the first day of active employment.
Dental Insurance:
Employees may select coverage from one of three dental plan options, ranging from a PPO plan to a dental HMO plan. Coverage includes preventive care, fillings, crowns, bridges and dentures, and the cost of dental insurance is shared by both the County and the employee. Dental insurance goes into effect on the first day of the month that follows the eligible employee’s completion of 30 days of active employment
NOTE: Employees working 75% or greater of a 35 or 40 hour position are eligible for health & dental insurance.
Flexible Spending Accounts:
The Flex Spending plan allows employees to pay health and day care expenses with pre-tax dollars. Employees may set aside part of their salary in a special account that can be used throughout the year to reimburse themselves for out-of-pocket medical expenses. The maximum contribution is $2,700 per year for Health Care Spending and $5,000 for Dependent Care Spending (work-related day care expenses). Examples of expenses that can be reimbursed for Health Care Spending include, but are not limited to: deductibles, co-payments, dental fees, chiropractors’ services, and eyeglasses / contact lenses.
Life Insurance:
Employees are insured for 2 times their annual salary in case of death plus 2 times their annual salary for accidental death. Employees do not contribute to the premiums for this coverage. A Voluntary Life Insurance Program is offered to regular County employees. The plan allows employees to purchase individually owned term life insurance for themselves, spouses and dependents.
Savings Plan – Deferred Compensation:
The County offers a Section 457 Plan. Deferred compensation plans allow participants to save for retirement in either a pre tax or post tax (Roth) investment account. Contributions are invested at the employee’s direction into one or more of the variety of investment options offered by the plan. Changes may be made to the contribution levels, investment options, etc. at any time.
Educational Reimbursement Program:
County employees who have successfully passed their probationary period may take up to two job-related courses per semester at any accredited educational institution. The benefit also covers the costs of job-related non-credit courses. If the employee receives a grade of at least a C, or successfully passes a non-credit course, the County reimburses the employee 75% of the costs of tuition, fees and books. If an employee doesn’t remain employed with Frederick County Government for two years after a class is taken, the benefit needs to be reimbursed to FCG.
Employee Assistance Program:
This confidential assessment, referral and counseling service is available at no cost to all employees who may need help with a personal or job-related problem.
Leave
Annual Leave – Employees are eligible to use Annual Leave after their 6 month probationary period. Annual Leave accrues as follows: Years of service days per year
0 – 2 years 11 days
2 – 10 years 17 days
10 + years 24 days
Sick Leave – Employees will earn sick leave at a rate of 15 days per calendar year.
Sick Leave may also be used for illness of an employee’s child, dependent, spouse, parent or parent-in-law. There is no limit on the amount of sick leave accumulated. Unused Sick Leave may be used for additional credit in the pension plan at the time of retirement.
NOTE: Regular benefited part-time employees earn annual and sick leave on a pro-rated basis based on their actual number of hours worked biweekly up to their assigned number of regularly scheduled work hours.
Other available types of leave include, but are not limited to, Family Medical Leave, Bereavement, Jury, Military.
Holidays:
The County observes 10 holidays every year and 11 are observed on years of General Elections.
For additional information on Frederick County Governments benefit package, please visit the Division of Human Resources website at www.FrederickCountyMD.gov.
All hires before January 1, 2012, will follow the all benefit and leave rules as described in the Personnel Rules amended October 3, 2013.
Title: Bill Entry Specialist
Company: SAIF
Location: Oregon
