Administrative Assistant

Marion-County,-o; Salem (OR); On-site; USD 60,000 - 90,000; Full time

Job summary

Marion County is seeking an experienced administrative services professional to lead the administrative section and provide executive-level support to the Assessor and Administrative Services Manager.

The role involves coordinating with Human Resources and Finance, handling data entry and archiving, and developing procedures and training materials. Strong knowledge of administrative processes and accounting principles is essential.

Qualifications

• Graduation from high school; four years of progressively responsible experience in an office environment in a liaison or coordinating role; or any satisfactory combination of work, education, training, or experience.
• Knowledge of administrative procedures and accounting principles; ability to apply them in a county government context.

Responsibilities

• Lead worker for the administrative section and supervise staff as assigned.
• Provide executive-level support to the Assessor, Chief Deputy Assessor or Administrative Services Manager.
• Oversee data entry, scanning, filing and archiving; maintain written procedures and training handbooks.
• Coordinate with Human Resources and Finance; act as liaison on policy and process matters.
• Assist in budget preparation and monitor department expenditures and reports.

Skills

Administrative procedures

Office coordination

Verbal and written communication

Laws and regulations

Budgeting basics

Data entry and archiving

Education

High school diploma

Administrative experience

Job description

GENERAL STATEMENT OF DUTIES

Perform technical and/or administrative assignments of a department or agency-wide scope. This classification encompasses positions in large, multi-program, and division departments, in which the position devotes the majority of time as a liaison with Finance and Human Resources, managing time reporting and accounting for a variety of shift work.

SUPERVISION RECEIVED

Work under the general supervision of a manager or supervisor who assigns work, establishes goals, and reviews the results obtained for overall effectiveness through the analysis of performance, reports and conferences.

SUPERVISION EXERCISED

May provide lead direction to employees performing clerical support duties.

• Lead worker for the administrative section.
• Provides executive-level support to the Assessor, Chief Deputy Assessor or Administrative Services Manager.
• Performs extensive and complicated statistical and legal research on technical or administrative issues with department-wide impact; develops reports, summaries and recommendations based on research.
• Acts as resource on administrative issues, including employee actions and compliance with county policies and procedures.
• Oversees maintenance of departmental archives.
• Acts as liaison between department and Human Resources and Finance.
• Reports to and receives assignments directly from the Administrative Services Manager.
• Exercises significant initiative, self-direction, confidentiality and sound judgement in performing job functions.
• Provides input on performance or behavioral issues in the administrative section and provides input for employee evaluations.
• Oversees, reviews, and delegates tasks to subordinate staff within the administrative section.
• Schedules and coordinates section work coverage, and is responsible for assigning, organizing, planning and reviewing work assignments.
• Provides guidance and technical expertise in daily activities and acts as a resource on difficult points of procedure.
• Maintains responsibility for training staff and provides backup to support staff as needed.
• Manages and monitors the Veteran’s Exemption, Active Military Service Member, Surviving Spouse of a Public Safety Officer, and Senior Deferral programs including processing new applications; explains program requirements to citizens at the counter by phone or by written correspondence.
• Performs or delegates data entry, scanning, filing and archiving assignments.
• Creates and maintains written procedures and training/resource handbooks.
• Processes accounts payable, including the creation of requisitions and purchase orders.
• Assists in finally closing purchase orders at end of fiscal year.
• Resolves discrepancies and acts as department liaison with Financial Services regarding accounts payable policies and procedures.
• Coordinates with vendors to keep accounts accurate and current.
• Provides information and assistance to customers by phone or at the counter on matters related to assessment and taxation utilizing A&T computer database.
• Directs customers to appropriate authority as needed.
• Monitors continuing education requirements for appraisers and management staff.
• Develops and maintains a spreadsheet to record each employee’s continuing education credits.
• Distributes notices of future training sessions and registers staff accordingly.
• Distributes credit standings and requirements to management for periodic review.
• Creates and maintains training files for all employees in compliance with ORS regulations.
• Registers staff with the State’s ACED program.
• Acts as liaison to Department of Revenue on training issues and opportunities.
• Provides confidential, executive-level clerical support to Assessor, Chief Deputy Assessor or Administrative Services Manager.
• Performs research, develops and maintains various spreadsheets, composes correspondence and prepares documentation in the proper format for review and approval by the Board of Commissioners.
• With guidance from Administrative Services Manager, writes or updates administrative procedures. Records and distributes minutes from meetings as requested.
• Coordinates conference, meeting and training room reservations for meetings or vendor demonstrations.
• Assists Administrative Services Manager with recruitment process.
• Acts as primary initial interview facilitator for department and is responsible for training additional staff in the interview process.
• Participates in interview committees and makes hiring recommendations along with other committee members.
• Assists with the development and distribution of interview packets; processes paperwork associated with the interview and hiring process.
• Updates all employee listings (phone, section, vehicle information, flex schedule, emergency contact, emergency roll roster, etc.) as needed subsequent to changes in staffing.
• Maintains and updates information included in department New Employee Handbook for new hires.
• Prepares monthly performance evaluation reports for distribution to management; generates personnel action forms.
• Inputs new or changed employee data into Oracle HR database.
• Scans confidential personnel forms into Laserfiche.
• Copies and distributes completed employee performance evaluations to Human Resources, personnel file and staff.
• Acts as back-up to Administrative Services Manager in processing employment termination paperwork and final pay requests.
• Acts as back-up to manufactured structures section in completing tax certification forms for the public.
• Backs up Administrative Services Manager on the Suppressed Ownership program.
• Reviews data input in ORCATS for manufactured structures section lead and assists in creating procedures and forms.
• Acts as primary department contact for general office supply ordering.
• Maintains responsibility for the archiving needs of the department in accordance with ORS 192 and 357, and OAR Chapter 166.
• Tracks and monitors new and proposed legislation affecting the work processes in the Assessor’s and Tax offices.
• Coordinates the periodic surplus run for department with the county Property Specialist.
• With general oversight from Administrative Services Manager, audits and reviews annual budgets from taxing districts for accuracy and completeness.
• Maintains district budget spreadsheets. Inputs and verifies special assessments for local taxing districts.
• Acts as Web Master for Assessor’s office; responds to citizen inquiries via the county internet website and forwards inquiries or requests to appropriate staff as needed.
• Monitors the maintenance of employee payroll records.
• Reviews payroll entries with payroll clerk for accuracy; corrects time reporting errors.
• Acts as back-up for time entry in absence of payroll clerk.
• Remains current on training and procedures for time entry and applies county personnel policies and procedures related to payroll.
• Monitors the completion of partition and subdivision plats.
• Oversees the correct processing and distribution of incoming/outgoing mail for department.
• Provides assistance and back-up support during absences, or when necessary to ensure timely distribution.
• Initiates county Information Technology and Facilities work order requests for issues having no financial impact on department.
• Initiates electronic key card access or changes for staff as needed.
• Acts as department contact for photocopier repairs and meter readings.
• Attends meetings as required or requested.
• Attends training opportunities to enhance or improve job skills and knowledge, or as required to remain current on software use or business practices and procedures.
• Performs other duties as assigned.

EXPERIENCE AND TRAINING

1. Graduation from high school, or equivalent; AND
2. Four years of progressively responsible experience in an office environment in a liaison or coordinating role; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

PREFERENCES

• Supplemental course work in business administration, accounting, computer programs or a closely related field.

SPECIAL REQUIREMENTS

• The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• This position is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Mondaythrough Friday, 8:00 am - 5:00 pm, with flexibility depending upon department and program needs.

KNOWLEDGE, SKILLS, AND ABILITIES

Considerable knowledge of administrative procedures and the ability to apply those principles; office equipment, computer equipment and programs, and demonstrated skill in their use; office record keeping procedures and accounting principles; laws and regulations as they pertain to the position. Ability to effectively coordinate the work of support positions; communicate effectively in both verbal and written form; maintain effective working relationships with coworkers, administrative employees from a variety of agencies, and the public.