Bilingual Office Specialist 2 - Alternative Programs - Front Desk - Juvenile Department

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

GENERAL STATEMENT OF DUTIES
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services according to established practice and procedures.

SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee who assigns work sets goals and reviews work for accuracy completeness and compliance with department and program policies and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however may provide training and give instruction to volunteers interns and other office staff.

This position provides services to monolingual Spanish-speaking individuals; therefore fluent bilingual Spanish/English skills are required.

• 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.
• Answers all incoming phone calls; routes the call to the appropriate staff person refers to the staff persons voice messaging or takes a message.
• Ability to speak read and write English and Spanish fluently. Translate documents and forms as needed.
• Inputs and/or accesses information from computer-based applications related to case assignment service delivery completion of services and/or recording statistical data. Tracks clients crew placement changes in crew placement and enters information and changes in the CRIS program.
• Inputs all wood sale information into Quickbooks which includes sending letters to customers and receiving all wood delivery phone orders.
• Schedule and coordinate with staff the wood sale deliveries based on location of delivery amount of delivery and other delivery criteria.
• Process incoming CRIS -ordinate scheduling of youth with probation officers and enter information into CRIS for Community Service.
• File documents and maintains organized orderly files related to operation of the Program. Maintains meeting room calendar posting web documents.
• Creates correspondence as well as computerized forms and reports. Update program manual as needed. Create and send out donation letters.
• Prepares outgoing mail for pickup and distributes incoming mail in a timely manner.
• Maintains supplies and needed forms and performs related tasks as requested.
• Send approved invoices to administration for payment.
• Aids in maintaining department security by checking visitors identification before entry into secured areas and keep security officers/deputies notified of security issues.
• Complies with county department and unit policies procedures and protocol; understands and complies with unit professional ethics.
• Daily and ongoing activities include responsible for tracking Alternative Programs meal counts P-Card and Winco card check-out.
• Backup for department front desks when needed.
• Backup for additional department specialist in Alternative Programs. Includes processing CRIS referrals for Matrix Fuel and Market and the processing of the youths stipend checks and restitution payments.
• Assists other staff in the use of Excel and/or Word.
• Uses modern office equipment skillfully - computer fax document scanner typewriter telephone copy machine.
• Maintain office equipment (e.g. replace toner keeps computer clean).
• Participates actively with team and work groups; attends team meetings.
• Maintain Blood borne CPR First Aid and other mandatory trainings.
• Complete the Countys Cash Handling training within 60 days of employment.
• Provides basic information to clients and other customers regarding the Program.
• Participates in ongoing professional development via training seminars.
• Maintains desk manual for Alternative Programs support desks.
• Other duties as assigned by your supervisor.

EXPERIENCE AND TRAINING

1. High school diploma or equivalent; AND
2. One year of general office experience; OR
3. Any satisfactory combination of work education training or experience relevant to the position as determined by Marion County.

SPECIAL REQUIREMENTS

• This position provides services to monolingual Spanish-speaking individuals; therefore fluent bilingual Spanish/English skills are required. An additional 5% will be added to the hourly wage as compensation for this skill. Finalist will be required to pass a verbal and written Standardized Spanish/English Fluency Assessment as part of the hiring process.
• 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 full-time position which is eligible for overtime.
• Typical Work Schedule: Monday - Friday with flexibility depending upon the needs of the department.

KNOWLEDGE SKILLS AND ABILITIES
Knowledge of modern office practices procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition spelling and grammar.

Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients staff and the general public in a courteous professional manner; understand and effectively follow oral and written instructions communication and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.

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 Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student 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.