Office Specialist 1 (Sheriff's Office - Parole & Probation)

Clackamas County, OR • Oregon City, OR

28d • Onsite

About The Position

The Clackamas County Sheriff's Office is seeking to fill an Office Specialist 1 position. This position will be responsible for providing services to adults on supervision, citizens, victims, community and agency partners. The Parole & Probation Division of the Sheriff's Office provides full service programs to adult offenders including pre-sentence investigation, conditional discharge supervision, support services, parole and probation supervision, and victim services. This position is responsible for greeting clients, answering and directing calls, completing data entry, reviewing court documents and police reports, connecting adults on supervision to their probation officer, and communicating with internal teams and staff members. The Parole & Probation Field Services office is located in Oregon City. The most competitive candidate for this position will be detail oriented, have excellent communication skills to communicate with a variety of individuals, have experience maintaining confidentiality, using discretion and independent judgement, have the ability to establish priorities and manage a workload with minimal supervision, and have experience with data entry and retrieval.

Requirements

• A minimum of one (1) year of relevant experience providing administrative office support or working in a clerical role that includes front-desk reception and clerical duties.
• Proven customer service experience.
• Experience answering phone calls and disseminating information appropriately.
• Experience working with and handling confidential and/or sensitive documents including appropriate use of discretion and independent judgement.
• Good problem-solving skills.
• Ability to communicate orally and in writing, including conveying technical and procedural information to persons at all levels of ability.
• Ability to maintain composure in stressful situations when dealing with a variety of people.
• Ability to work with the public, contractors, vendors, law enforcement officials, county staff, and others in a courteous, professional manner.
• Must pass a post-offer, pre-employment drug test.
• Must pass an extensive background investigation, including national fingerprint records check.
• Possession of a Law Enforcement Data System (LEDS) Certification is required within sixty (60) days of employment.
• Possession of notary public certification is required within six (6) months of employment.

Nice To Haves

• Basic proficiency in Microsoft Word and Excel.
• Experience establishing priorities and managing workload with minimal supervision.
• Experience working with Oregon Department of Corrections Information System (CIS).
• Experience working in a law enforcement environment or around justice involved clients.

Responsibilities

• Performs a variety of moderately complex clerical duties and functions to promote and maintain effective program services and procedures; processes data from a variety of documents associated with department reports, provision of services, histories, and quantitative or personnel reports; may perform clerical duties or functions of a sensitive or confidential nature.
• Receives, transfers or refers calls to appropriate sources; provides basic program information and interpretation of office policies relating to department/division services; schedules appointments for adults on supervision with appropriate staff member(s); meets and greets the general public and/or adults on supervision and directs individuals to appropriate staff; may check in visitors for appointments; makes outgoing calls related to services or appointments; refers complex issues to appropriate staff member(s) for assistance.
• Processes transactions, computes or verifies data, fees, or payments; accurately transmits, screens, or conveys information using proper format, document, and procedures.
• Composes routine correspondence and proofreads/edits document for grammar, clarity, punctuation and spelling without altering author's intent; updates and maintains spreadsheets, databases, and reports; tracks and logs data for the department, division, and or employees; returns documents to originating person for editing or approval.
• Sorts, arranges, files, and maintains documents and records; reviews files for completeness and accuracy; updates and purges files according to department/division guidelines.
• Monitors and gathers information and data in accordance with program requirements; posts records and makes simple adjustments or corrections to records according to direction; may compile and maintain files of data and fiscal information; examines data for completeness and accuracy; corrects errors in basic math, names, addresses and other input data; interprets data for proper input to program formats; proofreads reports to verify accuracy of data input.
• Orders and maintains adequate office supplies; processes personnel, accounting and purchasing information and documents.
• Provides assistance scheduling and setting up conference rooms for meetings and events.
• Operates a variety of office equipment with high degree of accuracy, skill, and independent judgment.

Benefits

• Generous paid time off package, including: 12 hours of vacation accrued per month Eligible newly hired employees will have the one-time option to frontload their first year of vacation accruals in compliance with EPP 66 - Vacation Leave! This means you have access to vacation time at time of hire. 8 hours of sick accrued per month 10 paid holidays and 1 personal day per year
• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP): Employer paid 6% PERS retirement contribution (The county currently pays the employee's share of the retirement contribution.) OPSRP members get vested after five years of contributions or when they reach age 65
• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees