Dispatch/Administrative Support – Office Specialist 3

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

This Office Specialist 3 serves as a key support role within the Public Works Department providing backup coverage for the dispatch center and performing a variety of administrative duties. This position requires strong communication multitasking and organizational skills attention to detail and the ability to respond quickly and accurately in a fast-paced dynamic environment. The ideal candidate will have experience with dispatch operations office administration and customer service and will be committed to supporting both internal staff and the public.

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; and performs other related duties as assigned.

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.

Dispatch Center Backup
Serves as primary backup and relief coverage for the dispatch center operating radio communications equipment to relay messages to county personnel in the field and receiving and forwarding messages as needed. Reports emergencies to the on-call supervisor and/or emergency manager notifies appropriate agencies of road or ferry closures impacting the traveling public or emergency services and maintains accurate and up-to-date computer dispatch logs.

Board of Commissioner (BOC) Meeting Packets
Serves as the primary coordinator for Board of Commissioners meeting materials receiving submissions from all programs reviewing for quality and forwarding to the Public Works Director for review and signature. Compiles approved documents and supporting materials for weekly electronic submission and physical delivery to the Boards office.

Radio Shop Admin Support
Provides administrative and procurement support for the Radio Program including processing product requests obtaining vendor quotes and coordinating approvals with management. Places orders using approved purchase orders communicates delivery timelines to relevant staff and records received items in the Fleet system designating charges to inventory or work orders. Prepares and routes invoices for approval maintains copies of all supporting documentation and organizes both electronic and hard-copy files to ensure accurate recordkeeping and easy retrieval for program operations. Provides general administrative support to the Radio Program as needed.

Purchasing
Serves as backup to the primary purchaser for departmental supply room items and administrative support team supplies making purchases both online and in store in compliance with county purchasing rules. Utilizes a purchase card (P-card) with responsibility for accurate monthly reconciliation and sign-off. Monitors inventory organizes and maintains the copy center and supply room and ensures materials are stocked to support efficient operations.

Front Desk Backup
Serves as backup for front desk operations by answering multi-line phones providing basic program information and directing calls and visitors to appropriate staff or departments. Processes cash check and credit card transactions for maps permits and other items; issues receipts; prepares bank deposits; and greets and assists members of the public in a professional and courteous manner.

Motor Vehicle Accident Claims
Assists the accounting team in tracking and coordinating insurance claims and related payments for County property damaged in motor vehicle accidents.

Inventory Counting Support
Supports annual inventory counts for the Sign Shop and Salem Fleet programs by recording counts in the Fleet system generating inventory reports and researching variances to ensure accuracy.

Admin Support Backup
Performs a wide range of administrative tasks including document review editing and formatting; preparation and distribution of Board of Commissioner materials; and maintenance of Internet and Intranet content. Coordinates meeting logistics including room setup A/V support teleconferencing recording and minutes. Assists with mass mailings ensures accurate tracking of projects and provides backup coverage for the front desk and other administrative functions as needed.

EXPERIENCE AND TRAINING

1. Graduation from high school 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 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 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.