Administrative Specialist II

Washington County; Hillsboro (OR); On-site; USD 35,000 - 43,000; Full time

Job summary

Washington County Sheriff's Office in Hillsboro, Oregon seeks an Administrative Specialist II to support the Jail Division. You will handle phones, emails, mail processing, scanning, filing, calendar management, supply orders, data entry, and deliver professional customer service to internal and external stakeholders.

You will maintain SOPs, create documents in Word and Excel, manage confidential information, and collaborate with multiple staff leaders to keep the jail administration running

Qualifications

• High school diploma or equivalent; and
• Three (3) years of progressively responsible experience providing administrative or clerical support.
• Possession of MOS or other applicable certifications may substitute for up to one (1) year of the experience requirement.

Responsibilities

• Answer phones and respond to email inquiries.
• Process physical and electronic mail for Adults in Custody; scan and organize documents.
• Order and track supplies; perform data entry; maintain and organize files.
• Manage calendars and schedule meetings; deliver professional customer service to internal and external stakeholders.
• Create and maintain process documentation or SOPs.
• Utilize advanced Word features (references, sections, mail merge, tracking changes).
• Utilize advanced Excel features (pivot tables, VLOOKUP, conditional formatting).
• Handle confidential information with discretion; organize and manage multiple tasks.
• Collaborate effectively with others.

Skills

Business English

Proofreading

Microsoft 365

Clear communication

Professional demeanor

Multi-staff support

SOP creation

Advanced Word

Advanced Excel

Confidential information handling

Task organization

Collaboration

Education

High school diploma or equivalent

MOS certification or equivalent

Tools

Microsoft Word (advanced)

Microsoft Excel (advanced)

Microsoft PowerPoint

Adobe Acrobat

Microsoft 365

Job description

Note : This job will be posted through 11:59 PM of the day prior to the end date listed.

Job Type:

Regular

Pay Range:

$25.70 - $31.24 Hourly

Department:

Sheriff’s Office

FLSA Exemption Status:

Non-Exempt

About the Opportunity:

The Administrative Specialist II for the Washington County Sheriff’s Office – Jail Division provides essential administrative support to the Jail Administrative Office, leadership team, and staff across the division. This role manages a wide range of responsibilities that ensure smooth daily operations within a dynamic correctional environment. Key duties include answering phones and responding to email inquiries, processing physical and electronic mail for Adults in Custody, scanning and organizing documents, ordering and tracking supplies, performing data entry, maintaining and organizing files, managing calendars and scheduling meetings, and delivering professional customer service to both internal and external stakeholders. The Administrative Specialist II serves as a dependable resource to the Jail Division by supporting ongoing administrative needs and contributing to an efficient, well‑coordinated office.

Ideal Knowledge, Skills, and Abilities (KSAs):

Knowledge of:

• Business English, spelling, grammar, and punctuation;

• Proofreading and document formatting.

• Microsoft 365 applications (Adobe Acrobat, PowerPoint, etc.)

Skills to:

• Communicate clearly with Adults in Custody (AICs), citizens, and all levels of Washington County staff members.

• Provide professional demeanor in all interactions.

• Support multiple staff leaders simultaneously.

Ability to:

• Create and maintain process documentation or standard operating procedures (SOPs).

• Utilize advanced features in Microsoft Word (creating large documents with references, multiple sections, multimedia, mail merge, tracking changes and comments).

• Utilize advanced features in Microsoft Excel (pivot tables, VLOOKUP, conditional formatting).

• Handle confidential information with discretion.

• Organize and manage multiple tasks effectively.

• Collaborate and work well with others.

To review the complete classification, including the full list of knowledge, skills, and abilities (KSAs) associated with this position, use this link: Administrative Specialist II

Education and Experience:

• A high school diploma or equivalent; and

• Three (3) years of progressively responsible experience providing administrative or clerical support.

• Possession of Microsoft Office Specialist (MOS) or other applicable certifications may substitute for up to one (1) year of the experience requirement.

Additional Requirements:

• Selected finalist will be required to pass a post-offer drug screen.

• Background Check: The selected finalist(s) for this position must be able to pass a thorough background investigation conducted by the Sheriff’sOffice. The background Investigation for this position typically take 6-8 weeks to complete so you will want to plan accordingly. The information that will be required when you complete the Personal History Statement includes, but is not limited to:

• Employment Information (past 10 years or back to age 17; 3 co- workers will be requested from each past employer)

• Residential Information (past 10 years or back to age 17)

• Financial Information

• References (6 without using the same people as coworker or supervisor references)

• Family Member Information

• Driving History

• Past/Present Drug Use and/or Controlled Substances

• Criminal History

About the Department/Division:

The Washington County Sheriff’s Office (WCSO) is a full-service law enforcement agency located in Hillsboro, Oregon, serving the residents of the county’s urban and rural areas. WCSO enhances public safety by fostering professionalism, compassion, and trust within its team and the communities it serves. WCSO is the primary first responder for unincorporated residents, offering services from routine patrol and crime investigation to specialized teams. The WCSO also operates the county’s only jail and provides services to cities within the county on a contract basis.

Jail Administration is the operational support team behind a complex, 24/7 public-safety environment. Our team provides administrative coordination, program management, customer service, records, contracts, fiscal support and operational infrastructure that allow jail staff to safely and effectively carry out their mission.

Working in jail administration is different from working in a traditional office environment. Priorities can change quickly, deadlines can be critical, and the work often involves sensitive information, established policies, regulatory requirements, public records, vendors, community partners and multiple operational stakeholders. Our work may not always be visible, but it has a direct impact on the safety, security and successful operation of the facility.

Our team supports a broad range of jail programs and services, including medical services, food services, communications, commissary and banking, contracts and vendors, records, adults in custody services, fiscal activities, reporting, policy implementation and administrative operations.

Selection Process:

You can review our standard selection process here.

Our commitment to you:

Washington County is an equal opportunity employer committed to using a merit-based system in which recruiting, selecting, and advancing employees is based on knowledge, skills, and abilities. Our organization embraces innovation, collaboration, and work-life harmony. We promote employee development and offer an award-winning benefits and wellness program as well as an opportunity to serve and support our vibrant community_._

Veterans’ Preference:

If you are a Veteran and would like to be considered for Veterans’ preference for this recruitment, please review the instructions using this link: Veterans’ Preference Points.

Accommodation under the Americans with Disabilities Act:

Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in the selection process for this recruitment. To obtain confidential assistance please contact Human Resources 503-846-8606, or email: [e-mail] at least 48 hours before any step in the recruitment and selection process for which you feel you need accommodation.

Status of Your Application:

You will be advised by email of your status at each step in the application process, from initial application to final employment disposition. Please note that Washington County communicates with all candidates via email.

Notice:

Washington County is currently undergoing a comprehensive classification and compensation study. The purpose of this project is to create new job descriptions and create new classification and compensation systems. Outcomes of the project will include changes to classification titles, which could impact compensation structures. No one will have their pay rate lowered because of this project. For represented positions, appropriate bargaining processes will be utilized prior to implementation.

Questions?