Office Specialist 3 - Health and Human Services - Administrative Services

Marion County requires onsite work. Remote work is not available.

The Marion County Health & Human Services Department is seeking a detailoriented and highly organized Office Specialist 3 (OS3) to join our Administrative Services Division (ASD). This position provides critical administrative support to ASD managers division directors and internal operational teams. As an OS3 you will play a key role in supporting the smooth operation of internal departmental functions.

Responsibilities include assisting with recruitments and employee evaluations coordinating meetings and trainings supporting payroll and credentialing processes and managing a variety of office logistics such as mail distribution supplies and documentation. This position requires independent initiative sound judgment and the ability to prioritize multiple tasks in a dynamic work environment. This is a fulltime represented position offering a comprehensive benefits package including health insurance paid leave and retirement.

Apply today and become part of a team dedicated to supporting essential health and human services in our community.

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.

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.

The Office Specialist 3 (OS3) within the Administrative Services Division (ASD) of the Health & Human Services (HHS) Department provides primary administrative support to Division Directors ASD Managers and the various teams within the Department (Personnel Resources Fiscal Contracts etc.). The OS3s responsibilities encompass a wide range of technical and administrative tasks that require independent judgment and initiative to organize work and problemsolve.

• Primary responsibility for supporting the Administrative Services Division (ASD) Management Team with recruitments and evaluations.

• Greets visitors and directs them to appropriate programs or individuals.
• Receive calls and emails from external and internal customers. Refers customers to appropriate person or program and/or provides basic program information.
• Tracks and distributes keys and /or key cards to staff.
• Provides staff with keys for county cars.
• Checks the sick line daily and notifies ASD managers when staff are out.
• Distributes incoming US mail shuttle mail and newspapers for department daily.
• Prepares daily outgoing mail for pick up by Garten mail service.
• Primary contact for ASD MultiFunction Copiers for problem solving issues ordering supplies meter reading and placing work orders as needed.
• Maintains inventory of ASD supplies and reorders as needed or as requested.
• Purchases business cards name plates and other approved items from various vendors as requested using county issued purchase card (pcard)
• Performs monthly pcard reconciliation and sign off.
• Receives and distributes notifications regarding HHS Fleet
• Assembles Health & Human Services new employee packets.
• Update Administration forms to ensure alignment with communication guidelines.
• Provide back up for Administration Office Specialist 4.

• Assists Administrative Assistant with printing auditing and alphabetizing time sheets.
• Assists Administrative Assistant with data entry.
• Assists Administrative Assistant with correction emails during pay cycle.

• Assists with setting up newly credentialed staff with NPIs.
• Assists with processing Validation Applications
• Assists with enrolling and revalidating credentialed staff with Medicaid.

• Provides primary clerical support to the Workforce Development (WFD) committee. Coordinates and schedules meetings; locates and prepares meeting sites prepares meeting agendas and notices records and distributes official meeting minutes.
• Schedules and assists with facilitating Management Support Workgroup
• Schedules and coordinates meetings for HHS staff.
• Assists with meeting setup.
• Attend meetings and take minutes as needed. May be asked to assist with creating agendas and/or other relevant handouts.
• Administrator for ASD conference room(s)
• Prints and posts conference room schedules daily.

• Review update and approve employee trainings into the Absorb LMS (learning management system)
• Assists with coordination of Workforce Development opportunities.

EXPERIENCE AND TRAINING

1. High school diploma 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.

SPECIAL 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 position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and nonprocurement activities (Executive Order No. 12549).
• This assignment is represented by a union.
• This is a fulltime position which is eligible for overtime.
• Typical Work Schedule: Monday through Friday 8:00 a.m. 5:00 p.m. with flexibility depending upon the needs of the department and program

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.

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 fulltime employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your 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 hireyou will be required to complete the US Department of Homeland Securitys I9 form confirming authorization to work in the United States. Marion County is an EVerify employer and will use EVerify 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 OARand. 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 nonservice 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 County is an Equal Opportunity Affirmative 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 emailHuman Resourcesif you wish to request an accommodation.