Office Specialist 3 - Temporary - Behavioral Health

Marion County requires onsite 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.

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.

Administrative Support/Personnel

• Support personnel and payroll functions including processing timesheets and personnel action forms.
• Coordinate onboarding and orientation for new staff including workstation setup email group assignments and orientation checklists.
• Manage and distribute internal policies and procedures; act as a resource on administrative practices and agency guidelines.
• Coordinate and support performance evaluations ensuring timely completion and submission of necessary documentation.
• Support recruitment activities by scheduling interviews preparing materials and tracking related paperwork.

• Act as administrator for the Resource Management System (RMS) resolving issues related to county vehicle checkin/out.
• Serve as the primary contact for motor pool vehicles overseeing scheduling maintenance and documentation.
• Manage procurement card (Pcard) usage by tracking checkouts processing purchases and maintaining accurate logs and monthly reports.
• Coordinate travel arrangements and reimbursements for staff as needed.
• Maintain and order office and custodial supplies; manage equipment and furniture orders and related vendor coordination.
• Process and track invoices obtaining necessary approvals for timely payments.
• Submit and monitor work orders and building maintenance requests in coordination with facilities staff.

• Coordinate logistics for meetings and events including room reservations A/V setup food/beverage service and materials preparation.
• Prepare agendas signin sheets reports and official meeting minutes; distribute materials to stakeholders.
• Provide administrative support for WRAP All Staff meetings workforce development days and various team events.
• Set up and support video conferencing and inperson meetings using various platforms.
• Drive to attend off site meetings including monthly all staff.

• Serve as floor monitor for safety and communication during emergencies and buildingwide updates.
• Monitor janitorial services and follow up on maintenance needs.

• Provide front desk coverage and respond to public and internal inquiries.
• Process subpoenas in accordance with department policy.
• Copy fax enter data and provide general administrative support for supervisors and team members.

• Serve as a backup for other Office Specialist 3 staff within the Youth & Family Services team as needed.
• Perform other duties as assigned.

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

• Must possess a current drivers license in the applicants state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: 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 parttime job which is eligible for overtime.
• Typical Work Schedule: Monday through Friday days 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.