Office Specialist 3

Marion County, Oregon; Salem (OR); Presencial; USD 55.000 - 75.000; Jornada completa

Descripción de la vacante

Marion County in Salem, OR seeks an IT administrative specialist to perform complex clerical duties, manage special projects, and support departmental operations. The role involves budgeting, reporting, and coordinating IT-related processes for staff and vendors.

You will handle HR onboarding/offboarding, procurement, and financial tasks while ensuring compliance with county policies. On-site work is required, with standard hours and overtime eligibility as needed.

Formación

• Two years of general office experience; or an equivalent combination of work, education and training as determined by Marion County.
• Experience using a variety of computer software programs.
• Ability to manage confidential information and adapt to changing processes.

Responsabilidades

• Manage special projects including statistical analysis, business analysis, and technology research.
• Create reports, correspondence, and department documents; assist with writing/editing.
• Schedule meetings, coordinate events, and represent IT on committees.
• Serve as a resource for staff and IT customers; explain policies and procedures.
• Oversee purchasing, accounts payable, budgets, and financial reporting for the IT department.
• Coordinate HR activities for the department including recruitment, onboarding, and offboarding.

Conocimientos

Project coordination

Budgeting

Lead work

Customer service

HR coordination

Educación

High school diploma or equivalent

Herramientas

Microsoft Word

Microsoft Excel

Microsoft Outlook

Descripción del empleo

Marion County requires on-site work. Remote work is not available.

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.

TYPICAL DUTIES - DUTIES INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING

General

• 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

• Graduation from high school, or equivalent; AND
• Two years of general office experience; including one year of experience utilizing a variety of computer software programs; OR
• 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.

PUBLIC SERVICE LOAN FORGIVENESS

Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP

Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS’ PREFERENCE

Applicants are eligible to use Veterans’ Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

Documents Required For Veterans’ Preference

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

Marion County is an Equal Opportunity, Affinitive Action, Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation, through Human Resources, in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mail Human Resources if you wish to request an accommodation.

Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, click here. For a complete and detailed overview of the MCEA benefits package, click here, and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.

Salary and benefits are subject to union contract negotiations and may change as a result.

01 To receive credit for your supplemental questions, your answers must be supported by details in the education and/or work experience section of your application form. "See resume" is not an acceptable answer. Do you understand this statement?

• Yes
• No

02 Do you have a high school diploma or equivalent?

• Yes
• No

03 Indicate how many years of full-time general office work experience you have. (One year of work experience is equal to 2080 hours.)

• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 5 years
• 5 years or more
• None of the above

04 Please specify the place(s) of employment where you gained the work experience listed in the previous question. Enter N/A in the box if this question does not apply to you.

05 Indicate how many years of full-time work experience you have in an administrative role. (One year of experience is equal to 2080 hours.)

• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 5 years
• 5 years or more
• None of the Above

06 Select the computer software with which you are proficient and with which you have at least 1 year of full-time work experience.

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Oracle
• RAMS
• None of the above

07 How many years of experience do you have in a liaison role working with human resources?

• Less than 2 years
• 2 years to less than 5 years
• 5 years or more
• None of the above

08 How many years of customer service experience do you have?

• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 5 years
• 5 years or more
• None of the above

09 Briefly describe your experience and role(s) performing purchasing or procurement job duties. Include type of duties performed, types of goods or services purchased, quantity of procurements annually and total dollar amount processed.

10 Briefly describe your experience and roles(s) working in, or supporting, an Information Technology organization. Include type of duties performed and size of the organization.

• Required Question