Office Specialist 3 - Health and Human Services Administration

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

Are you an experienced clerical professional ready to take the next step in your career Marion County Health and Human Services is looking for a motivated and detail-oriented individual to serve as an Office Specialist 3 within our Administrative Services team. In this vital role youll provide high-level support to our Behavioral Health Division Director - helping drive progress in programs that make a real difference in our community. Were seeking someone who thrives in a fast-paced collaborative environment brings a strong command of clerical functions and is confident with advanced Word and Excel skills (including data extraction and manipulation). Attention to detail solid judgment organizational excellence and top-notch customer service are must-haves.

As a key player in our department youll help foster a positive team-focused culture while engaging with internal staff and community partners. This is the perfect opportunity for someone who enjoys variety takes initiative and is eager to learn and grow. If youre ready to bring your talents to a purpose-driven team and support transformative behavioral health work wed love to hear from you!

New employees typically start at Step 1 of the pay scale ($22.81 - 30.56/hour).

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.

Health & Human Services Behavioral Health Division Executive Level Support:

• Provides assistance & support requiring initiative and ability to interpret and articulate critical information to the Behavioral Health Division Director. Including confidential executive level support.
• Performs technical and/or administrative assignments that require initiative and independent judgment in managing multiple and rapidly changing priorities. The work may be sensitive confidential or of a complex nature.
• Point person for reports for Adult Behavioral Health (ABH) and Youth and Family Services (YFS). Generates requests and analyzes reports as needed in Electronic Health Record System (EHR) for use by management and staff to: monitor service utilization management and quality assurance track client populations service system deficiencies and client demographics. etc. for both Adult Behavioral Health (ABH) and Youth and Family Services (YFS).

Meeting Support:

• Provides support for various committees (minutes agenda scheduling attending) including Behavioral Health Management Team (BHMT) and Adult Behavioral Health (ABH)/Youth & Families Services (YFS) Managers/Supervisors meetings. ABH meeting is 3rd Wednesday every month from 1:00 2:30 pm and YFS meeting is the 4th Tuesday every month from 2:00 4:00 pm. Track action items and timelines that come out of meetings.
• Provides support for MHAC: Mental Health Advisory Committee (Division Director: Phil Blea)
• First Thursday of the month 12:00pm-1:00pm Ohana Conference Room In-person only. (June-August recess)

Primary Backup Fiscal Duties/Payroll:

• Oversee petty cash and related records.
• Receive cash/checks for the department reconcile and submit bank deposits per cash control policy.
• Reconcile receipts/log of payments and deposits by the cash control policy.
• Process audit and submit bi-monthly payroll for ABH.
• Distribute electronically and audit bi-monthly time sheets.
• Distribute paychecks/deposit vouchers and maintain confidentiality.
• Back up for signing out Pcards to staff/supervisors.

Special Projects or Assignments:

• Organizes and coordinates interagency department wide activities on behalf of the Behavioral Health Division Director. Works with administrative and/or behavioral health supervisors to develop plans to resolve difficult issues.
• MHACBO CEU process coordinate record keeping an issuing of certificates for CEU trainings.
• Coordinates with MHACBO on renewal of MCHHS Behavioral Healths Accredited Education Provider Application. (Every three year. Next renewal July 2027.
• Serves as primary contact and coordinator for division special projects such as strategic planning process department organizational review tracking action items collecting information and preparing correspondence
• Processing requests/inquiries information and complaints from officials government agencies other high-level organizations community partners customers and general public. (Handle issues that may require extreme sensitivity and the use of sound independent judgment). Refer request or complaints to appropriate staff or management as needed.
• Maintains Marion County Internship Guidebook.

• Coordinates prepping new and/or updated policies. Works with Administration for processing and approvals by the Executive Team. Sends out revised or new policies to Behavioral Health Division staff. Works with Administration Executive Assistant to Archive revised or rescinded policies. Assists with tracking policies that are out of date and required review per department & division guidelines. May coordinate with County HR related to the review process by the labor union before any policy is approved by the Executive Team as needed.

Behavioral Health Administrative Level Support:

• Compiles and assembles data and prepares ongoing reports pertaining to the services of the Health & Human Services Behavioral Health Division.
• Maintains Organizational manual and Division brochure. Works with Administration Executive Assistant to ensure department brochure is complete and accurate pertaining to the Behavioral Health Divisions information.
• Assists and coordinates with Administration Executive Assistant with managing agency licenses and accreditations scan the documents and save
• Establishes and maintains positive professional working relationships with coworkers customers and other internal and external high level executive directors administrators elected officials department heads of other county state organizations and community partners.

Other Job Duties: Other job duties as assigned by your supervisor

• Primary support staff to process subpoenas requests. Follows Marion County Health Department subpoena policy.
• Oversee and facilitate confidential record request(s) per HIPPA requirements from outside agencies. Performs flow of record requests from receipt logging clinical/supervisor over-site and approval (if needed) to the photocopying and preparing confidential record request mailing/invoicing.

Backup:

• Manages Marion County Health and Human Services Behavioral Health Divisions Organization Chart and Departmental Directory.
• Floor monitor for 2^nd floor.
• Provides backup support to ABH Program Manager and ABH clinical supervisors for hiring paperwork and recruitment coordination including interviews and processing any required forms.
• Provides backup support to ABH Program Manager and clinical supervisors on evaluations for their staff.

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 non-procurement activities (Executive Order No. 12549).
• This assignment is represented by a union.
• This is a full-time 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 full-time 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 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 and . 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 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 e-mailHuman Resourcesif you wish to request an accommodation.