Executive Office Specialist

Yamhill County has one regular full-time position for an Executive Office Specialist. This position provides a variety of administrative support directly to the BOC Office Supervisor as well as County Administration Department Heads and Elected Officials. Performs administrative and clerical duties which require considerable knowledge of department policies and functions. Works in highly sensitive confidential or critical program areas and will be required to perform these duties with professionalism. Participates in coordination of activities and projects relating to budgetary preparations labor relations and various operational needs. Requires initiative and independent judgment while working effectively with various members of the community county employees and elected officials.

SUPERVISION RECEIVED:
Work is performed with considerable independent judgment under supervision of the BOC Office Supervisor.

SUPERVISION EXERCISED:
Supervision is not required of this position.

DUTIES AND RESPONSIBILITIES INCLUDEESSENTIAL FUNCTIONS OF POSITIONS ASSIGNED TO THIS CLASSIFICATION. DEPENDING ON ASSIGNMENT THE EMPLOYEE MAY PERFORM A COMBINATION OF SOME OR ALL OF THE FOLLOWING DUTIES:

• Schedules attends and records meetings of county boards committees commissions and/or governing body.
• Prepares and distributes agendas pertinent materials and minutes of meetings.
• Tracks progress of policy decisions through appropriate systems.
• Files records and maintains records per Oregon Retention Schedule statutes.
• Coordinates the release of official statements and questions from the media concerning approved press releases.
• Assists with research projects at the direction of BOC Office Supervisor.
• Assists in the preparation of various reports research data correspondence and other official documents.
• Provide logistical and technical support for various boards commissions committees and special projects as requested.
• Provides a variety of administrative assistance to policy-making officials.
• Participates in preparation and administration of department budget.
• Provides customer service to community members and staff daily.
• Attends meetings as necessary with occasional evening participation.
• Event coordination for conferences and ceremonies.
• Performs related work as required.

Employees must be able to perform the essential functions of this classification with or without accommodation.

The Benefits

Yamhill County offers generous employee benefits:

• 15 paid holidays per year.
• 19.5 days of Flexible Earned Time (FET) accrual in the first year (based on an 8-hr day).
• PERS (Public Employee Retirement System) - 100% employer funded contributions.
• Full health benefit offerings with employee premiums starting as low as $70.13/month for PPO and $0 monthly for HMO for 2025 to2026 plan year. *

• Qualifying employer for public service student loan forgiveness.

*Subject to the AFCSME Collective Bargaining Agreement (7/1/2023 6/30/2026).

Our Community

Yamhill County has approximately 109000 residents and is a very desirable place to live in the heart of the Willamette Valley wine country. Yamhill County is home to Linfield University and Chemeketa Community College in McMinnville and George Fox University and Portland Community College in Newberg. Yamhill County is centrally located in the Willamette Valley within proximity to the Oregon Coast the Portland and Salem metropolitan areas and the Oregon Cascade Mountains. Wide varieties of indoor and outdoor recreation opportunities are available. We have the benefits appeal and superior quality of life found in a small-town community while enjoying active social and cultural lifestyles found in larger metropolitan areas.

Required Information

Under the provisions of the Immigration Reform and Control Act of 1986 any person hired or rehired is required to provide evidence of identity and eligibility for employment. Yamhill County does not offer VISA sponsorships. The County verifies the valid work authorization of each employee using Form I-9 and the E-Verify Program.

Yamhill County is an Equal Employment Opportunity Employer and values diversity.

All qualified applicants are encouraged to apply. Applicants are considered for employment based on their qualifications without regard to race religion gender sexual orientation national origin age marital or veteran status medical condition or disability or any other factor prohibited by law or regulation. Veterans are encouraged to apply. Do not include information or photos that would identify those personal traits. Documents included with this identifying information will be removed from the application packet.

Some positions require a criminal history check and a review of driving record. All County positions require regular prompt and consistent attendance.

Accommodation Under the Americans With Disabilities Act

Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in the selection process for this recruitment. To obtain confidential assistance please contact Human Resources at or via email at .

Veterans Preference

Under Oregon law ORS 408.225-408.238 veterans who meet the minimum qualifications for a position may be eligible for hiring preference. If you think you may qualify a Veterans Hiring Preference Form MUST be completed and submitted with the application along with other supporting documentation. For the form and information for this process pleaseclick here.(Download PDF reader)

If you need assistance with completing an application for employment or with obtaining a Veterans Hiring Preference Form please contact Human Resources at or via email at .

KNOWLEDGE OF:

• Office procedures and alphabetical filing.
• Confidentiality and privacy policies.
• County policies and procedures as required by the position.
• Related document retention schedules.

• Organization and prioritization of daily dynamic tasks.
• Communicating effectively both verbally and in writing with a high emphasis on proper grammar and punctuation.
• Adapting to technology and troubleshoot standard office computer hardware and software.
• Acute attention to detail.

• Record lengthy and highly technical meetings or work sessions.
• Work independently and with other team members as needed to execute prescribed policies and procedures.
• Establish and maintain working relationships with employees and public.
• Attend work reliably and as scheduled and/or required.

Three years experience at a level equivalent to an Executive Office Specialist. College level course work or training in public administration or an area related to the position may substitute for one year experience. Any satisfactory equivalent combination of experience and training which ensures ability to perform the work may substitute for the above.

OTHER REQUIREMENTS:
Ability to secure and maintain a drivers license valid in the state of Oregon or an acceptable alternative means of transportation. May be required to drive a County vehicle. Employees authorized to operate a private vehicle on County business are required to carry a valid drivers license and liability insurance minimums as outlined in ORS 806.070.

Ability to obtain an Oregon Notary certification within ninety (90) days of hire.

Subject to successful completion of a background check.

The incumbent typically works in an office environment and uses a computer telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the workday.
The employee is regularly required to sit talk or hear; frequently required to use repetitive hand motion handle or feel and to stand walk reach bend or lift up to 20 pounds regularly and 30-40 pounds occasionally.

Contact with the public in home or office environments may risk exposure to people with irrational/hostile behavior contagious diseases or contact with domestic animals.

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees may be required to perform other related duties as assigned to ensure workload coverage. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description does NOT constitute an employment agreement between the employer and employee and is subject to change by the employer as the organizational needs and requirements of the job change.

The job specification requirements stated are representative of minimum levels of knowledge skills and abilities to perform this job successfully.Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may substitute for the above so that the employee will possess the abilities or aptitudes to perform each duty proficiently.