Administrative Assistant (On Call) - Board of Commissioners

Deschutes County; Bend (OR); On-site; USD 42,496,000 - 56,950,000; Full time

Job summary

Deschutes County is seeking an Administrative Assistant to support County Administration and Risk Management, helping the front office run smoothly each day. You will be a key contact for the public, employees, and partner agencies, handling day-to-day operations, data entry, reimbursements, and records with care.

The role emphasizes excellent customer service, organization, and the ability to shift between front-facing service and behind-the-scenes support in a busy county government setting.

Qualifications

• Associate’s degree in Business or Public Administration.
• 2 years of public sector administrative and technical support experience.
• Or any equivalent combination of training, education, and experience.

Responsibilities

• Welcome and assist the public, staff, and partners at the front counter, by phone, and via email.
• Provide administrative support to County Administration and Risk Management; assist with committee coordination and public meetings.
• Process administrative and financial tasks: data entry, reimbursements, vendor items, records tracking, document handling.
• Support daily office operations: supply management, mail, and routine workflows.
• Assist with Risk Management activities, including support for the Skid Car program and special event permits coordination.
• Maintain accurate records and protect sensitive information; contribute to process improvements.
• Provide staff support to the Board of Commissioners and committees.

Skills

Customer service

Data entry

Records management

Office administration

Communication

Multitasking

Confidentiality

Education

Associate’s degree in Business or Public Administration

Tools

Munis or similar software

Job description

ABOUT THE DEPARTMENT:

County Administration works to ensure Deschutes County government is effective, accountable, and inclusive. We work across the organization and the region to align County work with the Board of County Commissioners’ goals and direction, support elected and appointed officials and promote an informed public.

This position also supports Risk Management functions that help the County maintain safe, compliant, and well-coordinated operations.

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 Assistant supports County Administration and Risk Management and plays an important role in helping our front office run smoothly each day. This is a great opportunity for someone who enjoys working with people, providing excellent customer service, and keeping administrative operations organized and on track.

In this role, you will be a key point of contact for the public, employees, and partner agencies. You will help manage day-to-day office operations, support shared communication channels, complete administrative and financial support tasks, and assist with workflow coordination across teams.

We are looking for someone who is welcoming, dependable, detail-oriented, and able to shift between customer-facing service and behind-the-scenes support with ease. The ideal candidate takes pride in helping others, staying organized, and creating a positive experience for the people they support.

Key Responsibilities:

• Welcome and assist members of the public, fellow employees, and community partners at the front counter, by phone, and through shared email inboxes.
• Provide administrative support to County Administration and Risk Management staff. Support departments with committee coordination and public meetings.
• Process a variety of administrative and financial support tasks, including data entry, reimbursements, vendor-related items, records tracking, and document handling.
• Support daily office operations by maintaining supplies, processing mail, and helping coordinate routine administrative workflows.
• Assist with Risk Management support activities, including main support for the County’s Skid Car program and the coordination of special event permits.
• Maintain accurate records, protect sensitive information, and contribute to process improvements that strengthen service and efficiency.
• Provide staff support to the Board of Commissioners and Board-appointed committees.

What You Will Bring:

Knowledge of or experience with:

• Office administrative practices, records management, and customer service.
• Financial recordkeeping, data entry, invoice payments, reimbursement processing, and business systems such as Munis or similar software.
• General office workflows, document tracking, and maintaining accurate records.
• Communicating clearly and professionally with staff, community members, vendors, and partner agencies.
• Working in a busy environment with changing priorities while maintaining accuracy and follow-through.

Skill in:

• Providing professional, courteous, and responsive customer service in person, by phone, and in writing.
• Managing multiple tasks and deadlines with strong organization and attention to detail.
• Reviewing information for accuracy, completeness, and compliance with established processes.
• Working independently, using sound judgment, and maintaining confidentiality.
• Building positive working relationships with co-workers, outside agencies, vendors, and the public.

*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.

$30.8487 to $41.3403 per hour.

• Associate’s degree in Business or Public Administration;
• AND two (2) years of public sector administrative and technical support experience;
• OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the job.

Preferred Qualifications:

• Experience working in a government, county, municipal, risk management, finance, or public-facing administrative environment.
• Experience with Munis or similar financial, payroll, or enterprise software systems.

The employment offer will be contingent upon pre-employment screening for criminal history and controlled substances (NOTE: Positive test results for marijuana use may result in rescission of a contingent offer of employment). These screenings must be completed with satisfactory findings in order for a formal offer of employment to be extended.