Office Specialist 2 - Sheriff's Office Reception
Office Specialist 2 - Sheriff's Office Reception
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Job Description
Marion County requires onsite work. Remote work is not available.
The Marion County Sheriffs Office is seeking an Office Specialist 2 to join our team. As part of the Operations Division this position is the first point of contact for visitors and callers to our Administrative Office. We want people to feel welcome and to receive exceptional customer service. The ideal candidate will have excellent communication skills be serviceoriented and have a strong desire to work as part of a team.GENERAL STATEMENT OF DUTIES
Independently performs a variety of responsible administrative support activities to promote and maintain effective program services according to established practice and procedures; performs related work as required.SUPERVISION RECEIVED
Works under the general supervision of a Sheriffs Office supervisor or manager who assigns work sets goals and reviews work for accuracy completeness and compliance with office policies goals and objectives.SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however may provide training and give instruction to office staff and may exercise lead responsibility as directed.Typical Duties Duties include but are not limited to the following
Public Assistance
- Acts as the primary receptionist for the front counter of the Sheriffs Office Administration. Answers multiline telephone system screens and distributes calls and messages as needed. Maintains knowledge of sheriffs office divisions/sections and county departments and services (specifically administration and enforcement) essential to determine how to route calls. Assists general public other departments/agencies and other staff as needed via phone and in person.
- Conducts vehicle impound releases takes in civil processes and other documents from the general public. Schedules concealed handgun license appointments; checks applications for completeness and ensures applicants paperwork and required documents are in order.
- Maintains working knowledge of department computer systems and the ability to enter and view all systems. Keeps computer skills current and up to date.
- Receives and maintains inquiry and LEDS (Law Enforcement Data System) certification as required. Conducts criminal history inquiries through LEDS/NCIC validates restraining orders and stalking protective orders.
- Maintains computer knowledge and skill in: Sheriff Records Management System Laserfiche/Imaging Oregon ECourt civil database GroupWise and MS Office to include MS Word Excel.
- Creates letters/correspondence forms spreadsheets etc. as needed.
- Conducts background checks on special permits and events and local records checks for other agencies or entities as necessary.
- Scans incident reports into imaging system; provides copies of reports that are releasable to the general public; collects fees for reports.
- Acts as primary backup for the Alarm program
- Provides backup coverage to other office areas and clerical support for administration and other staff when necessary.
- Performs other duties as assigned.
Requirements for the Position
EXPERIENCE AND TRAINING
- Graduation from high school or equivalent; AND
- One year of general office experience; OR
- Any satisfactory combination of work education training or experience relevant to the position as determined by Marion County.
NECESSARY 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 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
Knowledge of office practices procedures and techniques; math and general record keeping/bookkeeping practices; office equipment and machinery and their intended use; a variety of computer systems and software; business grammar and spelling.
Skills and abilities to keyboard at an acceptable rate of speed; accurately and effectively follow directions; meet and assist clients staff and the general public in a courteous professional manner; effectively communicate orally and in writing; provide backup to other positions as needed.
PHYSICAL REQUIREMENTS
Sees close objects within normal parameters; hears within normal range; speaks clearly; maintains a normal seated position for extended periods of time; bends stoops crawls and kneels; writes legibly; uses hands to grasp handle and manipulate objects; implements finger dexterity to manipulate objects with fingers rather than whole hands or arms for extended periods of time.
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.
- One of the following:
Required Experience:
Unclear Seniority
Employment Type
Full-Time
