Office Specialist 3 - Temporary - Juvenile Department

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

New employees typically start at step 1 of the pay scale ($23.50/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.

Reception

• Receptionist who greets and directs clients and others in a courteous and professional manner in person and on the phone; notifies appropriate staff of customer arrival or calls; assists the public in completing forms and applications.

• Answers all incoming phone calls on a multiple-line phone system; routes the call to the appropriate staff person refers to the staff persons voice messaging or takes a message; conveys basic information about department services.

• Ability to apply Department security policies. Aids in maintaining department security by checking visitors identification before entry into secured areas. Keep security officers deputies and probation officers notified of security issues.

• Prepare outgoing mail and distribute incoming mail.

Program Support

• Maintains office calendars and schedules; schedules organizes and coordinates meetings; takes prepares and distributes meeting minutes.

• Effectively uses a variety of computer systems and software; enters data associated with department reports client services case assignment service delivery completion of services and client histories; identifies and resolves simple hardware and software problems; process special reports (i.e. caseload reports school reports). Assists probation staff in JJIS entry including entry of decision points and court notes.

• Monitors gathers and documents information in accordance with program requirements; posts records and makes adjustments or corrections to records; compiles and maintains data for budgeting and billing purposes; processes transactions; computes or verifies data.

• Creates correspondence as well as computerized forms and reports. Proofreads text and corrects for grammar clarity punctuation spelling and format.

• Creates retrieves from and maintains complex and specialized filing systems; conducts file and record searches; indexes and cross indexes records; logs documents for public record; updates and purges files cassettes tapes or discs according to department guidelines.

• Collects restitution payments from Juvenile clients records payments in JJIS prepares probation deposit slip enters information into Teller and prepares and makes cash deposits.

• Assists Supervisor as requested.

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 assignment is represented by a union.
• This is a part-time on-call relief 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 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.