Office Specialist 3 - Youth & Family Services

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

Are you ready to make a real difference in your community The Youth & Family Services Division at the Health & Human Services Department is seeking a motivated detail-oriented Office Specialist 3 (OS3) to join our dynamic team.

In this important role youll be the backbone of our programs providing essential administrative and personnel support that helps everything run smoothly. If youre someone who enjoys tackling challenges head-on communicates clearly and can confidently navigate policies and procedures; we want to hear from you! Were looking for a team player who values professionalism delivers excellent customer service and works well with colleagues supervisors the public and community partners alike. This is more than just a job its a chance to grow your skills build your career and contribute to a meaningful cause that supports youth and families in our community. Join us and be part of something bigger. Your impact starts here!

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

• Serve as the primary contact for 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.

Operations & Resource Management

• Act as administrator for the Resource Management System (RMS) resolving issues related to county vehicle check-in/out.
• Serve as the primary contact for motor pool vehicles overseeing scheduling maintenance and documentation.
• Manage procurement card (P-card) usage by tracking check-outs 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.

Meeting & Event Support

• Coordinate logistics for meetings and events including room reservations A/V setup food/beverage service and materials preparation.
• Prepare agendas sign-in 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 in-person meetings using various platforms.

Facilities Liaison & Floor Monitor Duties

• Submit and monitor work orders and building maintenance requests in coordination with facilities staff.

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

General Office Support

• Provide front desk coverage and respond to public and internal inquiries.
• Process subpoenas in accordance with department policy.
• Copying faxing data entry and general administrative support for supervisors and team members.

Back-Up Support

• Serve as a back-up for other office specialist staff within the Youth & Family Services team as needed.
• Perform other job duties as assigned by supervisor.

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.

• 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.

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.