Senior Office Specialist Internal Applicants Only
Senior Office Specialist Internal Applicants Only
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$ 3237 - 4589
1 Vacancy
Job Description
PLEASE NOTE: Salary is dependent on experience. Yamhill County typically hires between steps 14
Senior Office Specialist
(INTERNAL APPLICANTS ONLY)
Yamhill County has one regular fulltime position for a Senior Office Specialist in the Juvenile Probation Division. The Senior Office Specialist performs advanced secretarial work general or specialized clerical office support or specialized work of an accounting nature. Provides an administrator or department head with a full range of secretarial assistance relieving a supervisor of clearly defined and delegated administrative or technical details permitting the supervisor to concentrate on directing program goals objectives and activities and performing professional level work; or
Performs coordinates and organizes general or specialized clerical tasks requiring considerable knowledge of laws and procedures relating to the position. A position in a department with one primary program will be responsible for performing all program activities in substantial detail. A position in a department with more than one program may either specialize in detailed processing of program activities perform general duties in all program areas or any combination of specialized or general duties; or
Performs technical and clerical duties of an accounting nature in a smaller department by manually maintaining bookkeeping records of all department revenues and expenditures and preparing reports; or in a larger department by maintaining payroll equipment and material costaccounting records for input into a computer or preparing reports manually.
Accuracy and neatness is required by all positions of this class. The type of work may vary depending upon the work cycle of the particular department.
SUPERVISION RECEIVED:
Work is performed under general supervision of an Administrative Office Specialist or an Administrative or professional superior who evaluates performance for effective functioning of assigned programs and for quality neatness and accuracy of services provided. After reaching full performance level work is performed independently under guidelines and policies which range from explicit to vague.
SUPERVISION EXERCISED:
May supervise work of lowerlevel office specialists and is generally responsible for overall office procedures and operation. Employees with considerable experience may train and orient new employees and assist on difficult problems.
DUTIES AND RESPONSIBILITIES INCLUDEESSENTIAL FUNCTIONS OF POSITIONS ASSIGNED TO THIS CLASSIFICATION. DEPENDING ON ASSIGNMENT THE EMPLOYEE MAY PERFORM A COMBINATION OF SOME OR ALL OF THE FOLLOWING DUTIES:- Provides a full range of secretarial assistance to a supervisor including;
- Provides receptionist services
- Transcribes machine dictation
- Types correspondence reports notices minutes and manuals
- Keeps records of department expenditures
- Relieves a supervisor of administrative tasks such as gathering and analyzing information and prepares reports with little direction other than a brief description of results expected.
- Directs and participates in administrative support workflow of the office.
- Provides information to the public concerning department programs and operations which do not need to be addressed by a superior; may be required to attend and record minutes at evening meetings.
- Performs a wide variety of responsible technical or clerical tasks related to effective functioning of a county department which demands considerable understanding of legal terminology laws court procedures and interpretation of a variety of statutes rules procedures and regulations.
- Performs specialized work in one primary program area of a department which involves interpretation and application of state law and administrative codes; or performs secretarial and other assistance tasks on behalf of a supervisor performs a variety of specialized tasks in several program areas of the department.
- Performs responsible clerical work of an accounting nature i.e. maintains costaccounting records of the department including manual preparation of payroll records vouchers and reports for input into a computer terminal; balances department revenue received and expenditures made; codes revenue; computes city county and state percentages of revenue received.
- Tabulates department program and activity data and submits reports to county state and federal offices.
- Operates a computer terminal or word/data processing device for input proofing and editing of printouts; requests printout runs of information by completing a sequence of instructions needed to execute directions in a computer.
- Performs some tasks of a problemsolving nature with computer input and retrieval devices and computer programs.
- Designs some computer application programs to meet specific needs of the department or related departments.
- Performs other related work as assigned.
The Benefits
Yamhill County offers generous employee benefits:
- 15 paid holidays per year.
- 19.5 days of Flexible Earned Time (FET) accrual in the first year (based on an 8hr day).
- PERS (Public Employee Retirement System) 100 employer funded contributions.
- Full health benefit offerings with employee premiums starting as low as $58.82/month for 2024 to2025 plan year. *
*Subject to the AFCSME Collective Bargaining Agreement 7/1/2023 6/30/2026.
Employees must be able to perform the essential functions of this classification with or without accommodation.
Yamhill County has approximately 109000 residents and is a very desirable place to live in the heart of the Willamette Valley wine country. Yamhill County is home to Linfield University and Chemeketa Community College in McMinnville and George Fox University and Portland Community College in Newberg. Yamhill County is centrally located in the Willamette Valley within proximity to the Oregon Coast the Portland and Salem metropolitan areas and the Oregon Cascade Mountains. Wide varieties of indoor and outdoor recreation opportunities are available. We have the benefits appeal and superior quality of life found in a smalltown community while enjoying active social and cultural lifestyles found in larger metropolitan areas.
Required Information
Under the provisions of the Immigration Reform and Control Act of 1986 any person hired or rehired is required to provide evidence of identity and eligibility for employment. Yamhill County does not offer VISA sponsorships. The County verifies the valid work authorization of each employee using Form I9 and the EVerify Program.
Yamhill County is an Equal Employment Opportunity Employer and values diversity.
All qualified applicants are encouraged to apply. Applicants are considered for employment based on their qualifications without regard to race religion gender sexual orientation national origin age marital or veteran status medical condition or disability or any other factor prohibited by law or regulation. Veterans are encouraged to apply. Do not include information or photos that would identify those personal traits. Documents included with this identifying information will be removed from the application packet.
Some positions require a criminal history check and a review of driving record. All County positions require regular prompt and consistent attendance.
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 ator via email at.
Veterans Preference
Under Oregon law ORS 408.225408.238 veterans who meet the minimum qualifications for a position may be eligible for hiring preference. If you think you may qualify a Veterans Hiring Preference Form MUST be completed and submitted with the application along with other supporting documentation. For the form and information for this process pleaseclick here.(Download PDF reader)
If you need assistance with completing an application for employment or with obtaining a Veterans Hiring Preference Form please contact Human Resources ator via email at.
- Provides a full range of secretarial assistance to a supervisor including;
Knowledge Skills and Abilities
KNOWLEDGE OF:
- Purposes and procedures related to workflow of the program or department.
- Bookkeeping procedures as required by the position.
- Operation of office equipment relevant to the area of assignment.
- Communication both orally and in writing.
- Read comprehend interpret and apply laws rules regulations and procedures for assigned programs. Ability to operate a tenkey calculator as required by the position.
- Analyze budget and accounting records and to prepare clear and concise reports as required by the position. Establish and maintain effective working relationships with department employees other county employees county officials and the public.
- Work in a team environment and to deal with the public and coworkers in a pleasant tactful and courteous manner.
- Attend work as scheduled and/or required.
Minimum Experience and Training/Other Requirements
MINIMUM EXPERIENCE AND TRAINING:
One year of clerical or secretarial work experience at a level equivalent to Office Specialist 2. Course work and training related to the position may substitute for up to six months of experience. Any satisfactory equivalent combination of experience and training which ensures ability to perform the work may substitute for the above.
OTHER REQUIREMENTS:
Ability to secure and maintain a drivers license valid in the state of Oregon or an acceptable alternative means of transportation. May be required to drive a County vehicle. Employees authorized to operate a private vehicle on County business are required to carry a valid drivers license and liability insurance minimums as outlined in ORS 806.070.
May be subject to successful completion of a background check.Work Environment/Physical Demands
WORK ENVIRONMENT/PHYSICAL DEMANDS SUMMARY:
The incumbent typically works in an office environment and uses a computer telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the workday.
The employee is regularly required to sit talk or hear; frequently required to use repetitive hand motion handle or feel and to stand walk reach bend or lift up to 20 pounds.
Contact with the public in office environments may risk exposure to irrational/hostile behavior contagious diseases or contact with domestic animals.
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees may be required to perform other related duties as assigned to ensure workload coverage. Employees are required to follow any other jobrelated instructions and to perform any other jobrelated duties requested by their supervisor. This job description does NOT constitute an employment agreement between the employer and employee and is subject to change by the employer as the organizational needs and requirements of the job change.
The job specification requirements stated are representative of minimum levels of knowledge skills and abilities to perform this job successfully. Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may substitute for the above so that the employee will possess the abilities or aptitudes to perform each duty proficiently.
Required Experience:
Senior IC
Employment Type
Full-Time
