Administrative Analyst - Facilities

Deschutes County; Bend (OR); On-site; USD 73,000 - 98,000; Full time

Job summary

Deschutes County is seeking an Administrative Analyst to support Facilities management, administer access control applications, manage user permissions, and maintain records in accordance with security standards.

The role develops and maintains operational trackers and basic dashboards using Microsoft 365 tools and SmartSheets, coordinating with facilities staff on key/asset custody and reporting.

Qualifications

• Bachelor’s degree in Business or Public Administration or equivalent; three years of experience or an equivalent combination of training, education and experience.
• Knowledge of records management practices and project management.
• Experience with customer service techniques and handling public records.

Responsibilities

• Support staff with problem resolution, data compilation and report preparation.
• Monitor and analyze procedures to ensure compliance with policies.
• Participate in special administrative and operational projects and programs; assist in developing procedures and programs.

Skills

Records management

Project management

Customer service

Independent work

Public records review

Education

Bachelor’s degree in Business or Public Administration

Tools

Microsoft 365

SharePoint/Teams

SmartSheets

Lenel OnGuard

KeySystems

Traka

Tyler systems

Job description

ABOUT THE DEPARTMENT:

The Facilities Department provides facility management, building and grounds maintenance, and custodial services for county-owned facilities and grounds. In support of County departments and offices that provide direct services to the community, Facilities Department teams work from a central warehouse in Bend managing and maintaining facilities across Deschutes County at sites in La Pine, Sisters, Redmond, and Bend.

ABOUT THE COUNTY:

We know where you choose to live, work and play matters. Deschutes County is one of the largest employers in Central Oregon and the largest municipal government in the region. Our dedicated and passionate workforce of more than 1,250 employees provide County services in a number of departments, divisions, and offices.

Located in the heart of Central Oregon, between the towering Cascade Mountain Range to the west and the high desert plateau to the east, Deschutes County is the outdoor recreation capital of Oregon. We enjoy a renowned quality of life, with big-city opportunities and small-town neighborhoods.

We hope you'll consider joining our talented team.

ABOUT THE JOB:

The Administrative Analyst will provide support to the Facilities management team for specific program administration, coordination, and some data management/analytics. Incumbent will administer the county's access control application, user permissions, and related system records in accordance with Facilities policies, approvals and security standards. They will administer the County's key access and asset control applications and records, including user/access configuration, audit support, reporting and data integrity; coordinating with Facilities staff responsible for physical key/asset custody and issuance. The Administrative Analyst will apply established County and Facilities procedures related to access control administration to support compliance with established security protocols. This position develops and maintains operational trackers, logs, and basic dashboards using Microsoft 365 tools (e.g., Excel, SharePoint/Teams filed structures) and SmartSheets as assigned.

Key Responsibilities:

• Support staff with problem resolution, research and data compilation and report preparation.
• Monitor, reviews and analyzes procedures, plans, processes, guidelines, and instructions to ensure compliance with polices.
• Participates in a variety of special administrative and operational projects and programs, including researching new programs and services, conducting analysis, assisting in development of procedures and implementing programs, and monitoring activities.
• Performs other duties as business needs necessitate.

What You Will Bring:

Knowledge of or experience with:

• Principles and practices of records management, and project management.
• Customer service techniques for dealing with clients, in person and over the phone.
• Business and personal computer, and specialized software applications.

Skill in:

• Organizing and managing administrative and technical services with minimum supervision.
• Working independently, maintaining composure and confidentiality, and working effectively in a high-pressure environment with changing priorities.
• Reviewing, correcting, researching, and maintaining complex public records.
• Reviewing, documents for accuracy, completeness, and compliance with requirements.
• Establishing and maintaining cooperative working relationships with co-workers.

*This posting is not meant to be an all-inclusive list of duties and responsibilities but rather constitutes a general definition of the position's scope and function.

Notification to all candidates will be sent via email and/or textonly. Please opt in for text messaging or check your email and your Governmentjobs.com account for application status.

$6,536.41 to $8,759.41 per month for a 172.67-hour work month. Excellent County benefit package when eligible. This non-represented position is available immediately.

BENEFITS:

Our robust healthcare package covers medical, prescription, dental and vision coverage at a minimal cost of $100 for employee only and $121 per month for employee plus dependents, which includes an innovative on-site clinic, pharmacy, and wellness and wellbeing services. Additionally, we include life insurance, retirement (PERS), generous paid time-off (14-18 hours/month to start, pro-rated for part-time), holidays, and professional development opportunities. Please click HERE for full benefit details.

• Bachelor’s degree in Business or Public Administration;
• AND three (3) years of experience;
• OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the essential functions of the job.

Preferred Qualifications:

• Direct administration experience with Lenel (OnGuard) or similar access control systems.
• Programming application systems experience.
• Experience with KeySystems, Traka or other key/asset control platforms.
• SmartSheets experience (building forms/workflows, maintaining sheets, reporting/dashboards).
• Experience supporting contracts and AP/receipting in a government or similarly controlled environment.
• Familiarity with Tyler systems used by the County (as applicable).

Driving is a requirement for this position. Possession of or ability to obtain a valid Oregon driver's license within 30 days of hire date. The employment offer will be contingent upon presentation of an acceptable and verifiable driver's license, pre-employment screening for criminal history, driving history, and controlled substances (NOTE: Positive test results for marijuana use may result in rescission of a contingent offer of employment). This screening must be completed with satisfactory findings in order for a formal offer of employment to be extended.

Must have dependable transportation and be able and willing to drive throughout Deschutes County in sometimes adverse weather conditions.