Office Specialist 3

Marion County; Salem (OR); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Union representative

Overtime eligible

Full-time position

Job summary

Marion County is seeking an experienced administrative support professional to perform complex clerical duties, exercise independent judgment, and lead a clerical team. The role includes creating reports, managing files, and coordinating department activities.

Responsibilities include supporting IT and administrative processes, maintaining documentation, and ensuring policy adherence. The position requires a high school diploma and at least two years of office experience within a unionized,

Qualifications

• High school graduate or equivalent.
• Two years general office experience.
• Experience using a variety of computer software programs.
• Combination of work, education, training, or experience as determined by Marion County.

Responsibilities

• Provide administrative support with advanced clerical duties.
• Act as lead worker of a clerical function and oversee others.
• Prepare reports and maintain department files and records.
• Coordinate meetings, schedules, and staff events; assist in policy and procedure development.
• Respond to inquiries and serve as a resource for staff and public while upholding department guidelines.

Skills

Office administration

Written communication

Clerical skills

Supervisory basics

Education

High school diploma

Job description

GENERAL STATEMENT OF DUTIES

Performs administrative support activities of a complex or technical clerical nature, which requires advanced skills, independent judgment and discretion; acts as lead worker of a specific clerical function overseeing the work of others; and performs other related duties as assigned.

SUPERVISION RECEIVED

Works under the general supervision of a supervisor/manager or professional employee, who assigns work, establishes goals, and reviews results obtained for compliance with department and program policies, procedures, and goals.

SUPERVISION EXERCISED

Supervision of other employees is not a responsibility of positions in this classification; however, exercises lead direction over other clerical or office staff.

General

Respond to clerical and/or technical support needs of the department; coordinates and communicates with management to ensure consistency of administrative support and activities. Performs research and composes reports on a variety of technical and/or administrative issues. Maintains department administrative, personnel, policies and procedures, and contract files.

• Manage special projects assigned including statistical analysis, business analysis, and technology research as needed.
• Create reports, written communications, and departmental correspondence, assist in writing and editing formal and information department documentation.
• Schedule meetings and coordinate staff events; represent IT on committees as assigned.
• Function as a general resource for staff and IT business customers. Research, explain, and apply county and departmental policies and procedures.
• Keep IT Department Intranet website information/documentation current.
• Submit and monitor facility work orders for the Department.
• Create staff requests for building and location access.
• Maintain MFC’s and order supplies for the IT Department as needed.

Financial

Processes accounts payable for the IT Department. Provide financial reports and quarterly Verizon Cell Phone reports to departments and assist with budget preparation and Capital Improvement Project processing and tracking as requested.

Purchasing

Process countywide purchase orders for IT equipment. Research and answer questions about completed purchases. Process monthly JEs for departments.

Human Resources Department Representative

Oversee employee recruitment, onboarding, and offboarding processes for the department. Process personnel records and time reporting for the IT Department, coordinates recruitment activities (paperwork, interview panels, assessment processes) for the hiring of new employees; process CJIS requirements, submit access requests both initial and temporary badges, provide department orientation to new employees, and update employee contact lists as needed (follow onboard process for details).

Other Job Duties

Provide other administrative, confidential, and support duties as required.

EXPERIENCE AND TRAINING

1. Graduation from high school, or equivalent; AND
2. Two years of general office experience; including one year of experience utilizing a variety of computer software programs; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

ADDITIONAL 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 is a full-time position, which is eligible for overtime.
• This position is represented by a union.
• Typical work schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department.

KNOWLEDGE, SKILLS, AND ABILITIES

Considerable knowledge of accepted modern office practices, procedures and techniques; English composition, spelling, and grammar; arithmetic, clerical/accounting principles and processes; Some knowledge of techniques of supervision and training; concepts and techniques of prioritizing/organizing work; applicable program policies and procedures and/or rules, regulations and statutes depending upon assignment of duties and responsibilities. Substantial skill and ability to independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies; meet and assist the public, staff, clients, and other personnel of other businesses in a courteous, professional manner; comprehend and adhere to stated oral and written instructions, communications and procedures; apply principles, policies and procedures to specific work assignments; provide training to others; give and prioritize work assignments.

PHYSICAL REQUIREMENTS

Sits; moves about the work area; bends forward; reaches overhead; lifts, pushes, and pulls up to 50 lbs.; carries up to 20 lbs.; moves carts weighing up to 50 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12-pt. font; distinguishes colors and shades; sees using depth perception; and hears a normal level of speech.