Administrative Assistant / Office Manager 3

Linn County Oregon; Oregon (WI); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Oregon PERS retirement

Paid holidays and leave

Medical/Dental/Vision insurance

Deferred compensation

Employee assistance program

Longevity pay

Flexible work schedules

Job summary

Linn County General Services in Albany, Oregon, seeks an Administrative Assistant/Office Manager 3 to coordinate daily front office operations and support the budget, HR, contracts, and department procedures.

The role emphasizes maintaining confidential information, supervising staff, and producing clear financial and administrative records for leadership. Strong organizational skills are required.

Qualifications

• Associate's Degree in Business Administration or related field with major budgeting, accounting, HR or project management coursework.
• At least four years of progressively responsible office management experience in a high-level professional office.
• Experience supervising staff and handling financial or budget administration.

Responsibilities

• Coordinate daily front office operations for the General Services office.
• Plan, assign, review, and coordinate staff work and workflow.
• Support Department Director and management with administrative tasks and forms.
• Develop and maintain departmental forms, procedures, records, and systems.
• Prepare, edit, and distribute correspondence, reports, and presentations.
• Assist with annual operating budget preparation and expenditure monitoring.
• Process invoices, vouchers, purchase orders, and financial documents.
• Coordinate HR activities, recruitment, onboarding, and personnel records.
• Maintain electronic records and databases using Office and county software.

Skills

Office management practices

Organizational skills

Independent task completion

Information analysis

Clear correspondence preparation

Financial record keeping

Staff supervision

Professional communication

Stakeholder relationships

Education

Associate's Degree in Business Administration or related field

Tools

Microsoft Office

County software systems

Job description

Linn County General ServicesADMINISTRATIVE ASSISTANT / OFFICE MANAGER 3

Linn County General Services330 Third Avenue SW Albany, Oregon 97321 [phone] [e-mail]

JOB ANNOUNCEMENT

ORIGINAL POSTING DATE: August 12, 2026

Full-Time, 37.5 hours per week, Monday - Friday

POSITION SUMMARY: Linn County General Services is seeking an experienced Administrative Assistant/Office Manager 3 to support the General Services Department. This professional-level position involves coordinating daily front office operations, working with budget and financial administration, human resources, assisting in contracts, and departmental procedures. The ideal candidate will excel in helping the team with administrative tasks, handling confidential information, and working closely with various stakeholders. This role is crucial for ensuring efficient departmental front office operations.

KNOWLEDGE, SKILLS AND ABILITIES:

• Extensive knowledge of office management practices.
• Strong organizational and time-management skills to handle multiple projects and deadlines.
• Ability to independently complete complex tasks with minimal supervision.
• Skills to analyze information, identify issues, and create effective solutions.
• Competence in preparing clear and accurate correspondence, reports, and documents.
• Ability to maintain precise financial and administrative records.
• Experience in supervising and evaluating staff.
• Excellent written and verbal communication skills, along with discretion in handling confidential information.
• Capability to build effective working relationships with various stakeholders.

ESSENTIAL FUNCTIONS OF THE JOB:

The following duties represent the primary responsibilities of this position. Specific assignments may change based on departmental needs.

Office and Administrative Management

• Manage and coordinate the daily administrative operations of the General Services office.
• Plan, assign, coordinate, and review the work of assigned staff and coordinate workflow.
• Provide administrative support to the Department Director and management team.
• Develop, update, and maintain departmental forms, procedures, records, and administrative systems.
• Prepare, edit, and distribute correspondence, reports, memoranda, presentations, and other documents.

Budget and Financial Administration

• Assist the Department Director with preparation of the annual operating budget.
• Monitor departmental expenditures and maintain appropriate expenditure controls.
• Prepare and process invoices, vouchers, purchase orders, and other financial documents.
• Review financial reports generated by the County Accounting Office and identify and submit corrections as needed.
• Assist with purchasing accounts payable, accounts receivable, and other fiscal activities.
• Coordinate human resources activities for the department in accordance with County policies and applicable employment requirements.
• Assist with recruitment, interviewing, selection, onboarding, and orientation of employees.
• Maintain personnel records, attendance records, and related documentation.
• Prepare personnel action forms and other required employment documents.
• Coordinate employee leave, workers' compensation, injury/accident reporting, and other personnel processes as assigned.
• Assist supervisors and management with employee performance, workplace concerns, policies, and procedures.
• Assist with development, administration, and monitoring of departmental contracts and agreements.
• Monitor contractor and subcontractor compliance with contract requirements.
• Assemble data and prepare reports, recommendations, and other information for management.

Systems and Technology

• Manage and maintain assigned departmental technical and administrative systems.
• Maintain accurate electronic records and databases. Use Microsoft Office and other County software systems to prepare documents, spreadsheets, reports, and financial information.
• Assist with department website content and other electronic information systems as assigned.
• Evaluate administrative processes and recommend improvements to increase efficiency and effectiveness.

Perform other duties as assigned.

QUALIFICATIONS:

An Associate's Degree in Business Administration or a related field with major coursework in budgeting, computerized accounting systems, human resources, project management, or a related discipline and at least four years of progressively responsible office management experience in a high-level professional office environment, including experience with staff supervision, financial or budget administration, project management, and basic human resources operations.Any satisfactory equivalent combination of education, training, and experience that demonstrates the ability to successfully perform the duties of the position.

SPECIAL QUALIFICATIONS

Possession of a valid Oregon Driver's License and an acceptable driving record is required.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Work is generally performed in an office environment under typical office working conditions.The position requires frequent communication with County employees, management, public officials, contractors, vendors, and members of the public.

The employee will generally remain stationary for extended periods while performing computer and administrative work and will occasionally move throughout the office and attend meetings.The position requires the ability to communicate effectively in person, by telephone, and electronically.

The employee must occasionally lift and/or move items weighing up to 25 pounds. Manual dexterity and coordination are required when operating computers, telephones, financial and database systems, printers, copiers, calculators, and other standard office equipment.

SALARY, BENEFITS, COMPENSATION:

Linn County offers an excellent benefits package which includes fully paid contribution to the Oregon Public Employees Retirement System, paid holiday, vacation and sick leave, options for medical, dental and vision care insurance, options for deferred compensation, an employee assistance program, longevity pay, alternate and flexible work schedules and more. Current salary range and total compensation (depending on qualifications):

BENEFITS:

• Enjoy eleven paid holidays, two floating personal days, as well as paid sick and vacation time.
• Public Service Loan Forgiveness, flexible spending accounts, employee assistance program and participation in the Oregon Public Service Retirement System.

LINN COUNTY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER