Administrative Specialist, Senior

Washington County, Oregon•Hillsboro, OR

10d•Onsite

About The Position

The Department of Community Corrections is seeking a Senior Administrative Specialist to join their Management Information Systems (MIS)/Records team. This role provides responsible, confidential, and professional senior administrative support to the Probation and Parole division. The Senior Administrative Specialist will handle a variety of tasks including drafting, maintaining, receiving, and sending confidential documents, extensive work on reports, updating data in applications and databases, building client files, physically handling client files and documents, and e-filing documents into the File and Serve program for the courts. The position also involves checking databases against reports, collaborating with a team, and communicating workload, procedures, and issue resolution. Overall, this role provides administrative help and support to the MIS team and the Community Corrections department.

Requirements

High school diploma or equivalent.
Four (4) years of progressively responsible experience providing administrative or clerical support.
Possession of a valid driver's license and an acceptable driving record per Washington County policy.
Ability to type at a speed necessary for successful job performance.
Ability to communicate effectively in English, both orally and in writing.
Ability to prepare complete and accurate reports.
Ability to operate personal computer systems and software.
Ability to work independently in the absence of supervision.
Ability to interpret and apply applicable federal, state, and local laws, rules, regulations, and policies.
Ability to take notes and transcribe at a speed necessary for successful job performance.
Ability to effectively administer a variety of duties with competing priorities.
Ability to establish and maintain cooperative working relationships with individuals and groups who come from diverse backgrounds and represent members of the public, coworkers, and/or vendors.

Nice To Haves

Knowledge of modern office practices and methods.
Knowledge of operational characteristics and applications of data processing equipment.
Knowledge of proper use of business English, spelling, grammar, and punctuation.
Knowledge of operation of office equipment and machinery.
Knowledge of principles and procedures of financial recordkeeping and reporting.
Knowledge of basic mathematical principles.
Knowledge of pertinent federal, state, and local laws, codes, and regulations.
Ability to interact patiently with individuals making inquiries regarding various County programs and services who have little or no experience or knowledge of the services provided.
Potentially train employees as needed.

Responsibilities

Types, edits, and proofreads forms, memos, reports, texts, and correspondence for managers or supervisors from rough draft, shorthand notes, dictation equipment, handwritten copy, or from other material using a word processor.
Prepares complex documents using considerable independent judgment.
Provides information to the public or other employees by phone or in person to ensure compliance and understanding of agency rules, regulations, or functions; listens to questions and either explains procedures according to agency guidelines or refers clients to another appropriate source.
Assists in creating a positive and supportive work environment; enforces a safe workplace; establishes a culture of teamwork and communication; creates a workplace that promotes the organizational values of access and opportunity and actively promotes an environment respectful of living and working in a society accepting of all.
Compiles extensive data and formulates complex statistical records and reports.
Processes and prepares a variety of documents according to established procedures or statutes.
Examines reports, forms, payments, or other material to ensure accuracy and completeness; adds information, resolves, or rejects errors and omissions following established agency procedures.
Updates data in Community Corrections applications and databases.
Builds client files.
Physically picks up and files client files and/or documents.
E-files specific documents into the File and Serve program for the courts.
Checks databases against reports.
Collaborates with a robust team that regularly communicates on workload, procedures, and resolving issues.