8935 - Office Specialist - Administration Office (Health & Human Services)

Jackson County; Medford (OR); On-site; USD 42,000 - 48,000; Full time

Job summary

Jackson County Health & Human Services seeks a reliable administrative support team member to perform clerical tasks and assist the public in person and by phone. The role covers mail, front desk duties, inventory, and coordination with fleet and safety supplies.

Requirements include a high school diploma with at least three years of clerical experience, strong customer service, and the ability to handle multiple tasks in a busy office environment.

Qualifications

• High school diploma or equivalent with at least three years of clerical and public-facing office experience.
• Ability to type, file, data entry and operate office equipment accurately.
• Knowledge of modern office practices, business English, spelling and basic arithmetic.

Responsibilities

• Types forms, letters and reports by copy, dictation, or instruction by deadline.
• Assists the public in person and by telephone; schedules appointments and provides information.
• Performs filing and record keeping across multiple systems; handles mail processing.
• Gathers data, prepares reports, and verifies data accuracy.

Education

High school diploma or equivalent; 3 years clerical experience

Tools

Word processing

Spreadsheets

Database management

Desktop publishing

Job description

Jackson County Employment Opportunity.

Jackson County Health & Human Services has an exciting opportunity to join our fun Administration Team that supports the functions of all HHS Divisions and Programs. This position will have as some of its core duties: internal and external customer service, mail desk coverage, front desk coverage, office supply monitoring and ordering, breakroom supply monitoring and stocking, assistance with motor pool check-out procedures and moving fleet vehicles as needed, monitoring safety supplies, enacting of code grey protocol as needed, and an opportunity to get your steps in with multiple daily mail rounds throughout the HHS Holly Street building.

Jackson County strives to recruit, hire and retain the best employees!

• High level customer service and teamwork skills are preferred.
• De-escalation skills are preferred.
• Pass a criminal background check prior to hire.
• Submit an acceptable DMV certified court print prior to hire. Click on the following link to review Jackson County's requirements for an acceptable driving record

• Pass a pre-employment drug screen, which includes screening for Marijuana. Click on the link to review Jackson County's Drug-Free Workplace Policy.

• This position is represented by union group SEIU.

I. Position Summary

Performs a variety of responsible clerical and administrative tasks in support of the assigned project, division or department, and provides general information and assistance to the public. Performs a full range of routine and responsible clerical and administrative duties in providing assistance to the public and other staff.

II. Examples of Essential Position Duties

(The following duties represent some of the principal job duties; however, they are not all-inclusive. Other duties may be required or assigned.)

• Types forms, letters, legal documents, departmental and statistical reports, correspondence and other materials from copy, rough draft, machine dictation or oral or written instructions by the appropriate deadline; proofreads documents.
• Assists the public in person and by telephone; schedules appointments, performs counter work and provide information to the public, other departments, and outside agencies; answers questions requiring a thorough knowledge of department programs, regulations and procedures; processes incoming and outgoing mail.
• Performs filing and record keeping duties where several systems are utilized; processes a variety of materials such as legal forms, permit applications, microfilm records, and other formal documents.
• Gathers and compiles information; puts into a report form as required; computes or verifies data, enters and retrieves data from computer terminals, and reviews computer print outs for accuracy.
• Performs simple bookkeeping and accounting functions; may handle cash; reviews documents for procedural compliance; takes and maintains inventory records as assigned; may perform general qualify assurance checks; and, operates a variety of office equipment and machines.
• May provide staff support for boards and committees; oversees supply budget expenditures; schedules staff meetings.
• Adheres to regulatory requirements, collective bargaining agreements, County and departmental policies and procedures, required trainings, as well as safe work practices.
• Develops and maintains effective internal and external working relationships at all levels.
• Has regular and reliable attendance. Overtime may be required.

III. Minimum Requirements

(Performance of the essential duties of this position includes the following requirements, physical demands and/or working conditions)

Education and Experience

• High school diploma or equivalent AND three years clerical and office experience involving public contact; OR
• Any combination of education and experience which provides the applicant with the desired skills, knowledge, and ability required to perform the job.

License, Certificate or Other

Requires possession of a valid driver’s license and an acceptable driving record.

IV. Other Requirements

Knowledge, Skills and Abilities

Requires a knowledge of modern office practices and procedures; business English composition, spelling and basic arithmetic; specific department policy, procedure and operations; computer software applications including some or all of the following: word processing, desktop publishing, graphics, spreadsheets, and database management. Ability to type a variety of materials rapidly and accurately; operate office equipment and machines with accuracy and skill; alphabetize and arrange in numerical order; understand and follow oral and written instructions; implement new procedures and processes; follow departmental procedures, rules and regulations; prioritize and organize work and train other staff; make decisions independently; make fast and accurate computations; compile data and prepare reports; establish and maintain effective working relationships with those contacted in the course of work.

Physical Demands

(Performance of the essential duties of this position includes the following physical demands)

Ability to work in a standard office environment; requires the ability to exert a small amount of physical effort in sedentary to light work; may require some moderate lifting, bending, reaching, kneeling and some climbing; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as typing, filing, data entry, and/or use of calculators, ten-key adding machine, or other office equipment or supplies. Requires driving.

Working Conditions

(Performance of the essential duties of this position includes the following working conditions)

Work is generally performed in an office environment and may include exposure to disruptive people.

V. Additional Information

This classification description is not intended to be an exhaustive list of duties, knowledge, skills, abilities, or requirements, as any one position in this classification may be assigned some or all of these duties, in addition to other duties not explicitly listed here. The various duties, responsibilities and/or assignments of this position may be unevenly balanced and change from time to time based upon matters such as, but not limited to, variations in the shift, work demands, seasons, service levels and management’s decisions on how to best allocate department resources. Any shift, emphasis or rebalancing of these assigned duties, responsibilities and/or assignments does not constitute a change in the job classification. The County shall schedule employees and determine FTE consistent with its determination as to efficiency of operations, financial advantages to the County, and/or effective service to the public.

ADA and Equal Opportunity Employer

In accordance with the requirements of the Americans with Disabilities Act of 1990 (ADA) and its amendments, Jackson County does not discriminate on the basis of disability in its hiring or employment practices. A person who requires an accommodation for any part of the recruitment process should contact the Human Resources Office, Attn. ADA Coordinator, at [phone] or by TTY/TDD 711 or [phone] as far in advance as possible but no later than 48 hours before the scheduled need.

Jackson County is an equal opportunity employer and does not discriminate on the basis of race, religion, color, sex, age, national origin or disability.

For a copy of Jackson County's Equal Employment Opportunity Plan, visit our web site at www.jacksoncountyor.gov or call 541-774-6036.

Because of the Immigration Reform Act of 1986, persons hired by the County must be able to present acceptable documents verifying identity and authorization to work in the United States.