Office Specialist 3

Marion County • Salem, OR

12d • Onsite

About The Position

The Office Specialist 3 performs complex or technical clerical and administrative support activities requiring advanced skills, independent judgment, and discretion. The position serves as a lead worker for a specific clerical function, providing direction to other clerical or office staff, and performs related duties as assigned. It works under the general supervision of a supervisor, manager, or professional employee, who assigns work, establishes goals, and reviews results for compliance with department and program policies, procedures, and goals. Marion County requires this position to be performed on-site; remote work is not available.

The position supports the IT Department through administrative coordination, research, report writing, records and file maintenance, special projects, meeting and event coordination, and communication with staff and business customers. It also assists with financial and purchasing processes, including accounts payable, financial reporting, budget preparation, purchase orders, and monthly journal entries. As the department’s human resources representative, the position coordinates recruitment, onboarding, offboarding, personnel records, time reporting, access requests, and new-employee orientation.

This is a full-time, overtime-eligible, union-represented position. The typical schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexibility depending on departmental needs. The finalist must pass a criminal history background check. Marion County does not offer visa sponsorship and uses E-Verify to confirm work authorization.

Requirements

• High school graduation or equivalent.
• Two years of general office experience, including one year using a variety of computer software programs; or a satisfactory combination of relevant work, education, training, or experience as determined by Marion County.
• Considerable knowledge of modern office practices, procedures, and techniques; English composition, spelling, and grammar; arithmetic; and clerical and accounting principles and processes.
• Some knowledge of supervision and training techniques, work prioritization and organization, and applicable program policies, procedures, rules, regulations, or statutes, depending on assigned duties.
• Ability to perform assigned tasks independently, accurately, and effectively while following established procedures and program policies.
• Ability to interact courteously and professionally with the public, staff, clients, and personnel from other businesses.
• Ability to understand and follow oral and written instructions, communications, and procedures, and apply relevant principles, policies, and procedures to work assignments.
• Ability to provide training to others and give and prioritize work assignments.
• Must pass a criminal history background check; a conviction may not necessarily disqualify an applicant.
• Must complete the U.S. Department of Homeland Security I-9 form within three days of hire and be authorized to work in the United States.

Responsibilities

• Respond to department clerical and technical support needs and coordinate with management to ensure consistent administrative support.
• Research and prepare reports on technical and administrative issues.
• Maintain department administrative, personnel, policy and procedure, and contract files.
• Manage assigned special projects, including statistical analysis, business analysis, and technology research.
• Create reports, written communications, and departmental correspondence; assist with writing and editing formal and informal documentation.
• Schedule meetings, coordinate staff events, and represent IT on committees as assigned.
• Serve as a general resource for staff and IT business customers; research, explain, and apply county and departmental policies and procedures.
• Keep IT Department Intranet information and documentation current.
• Submit and monitor facility work orders; create staff requests for building and location access; maintain MFCs and order IT Department supplies as needed.
• Process accounts payable for the IT Department.
• Prepare financial reports and quarterly Verizon cell phone reports for departments, and assist with budget preparation and Capital Improvement Project processing and tracking as requested.
• Process countywide purchase orders for IT equipment and research and answer questions about completed purchases.
• Process monthly JEs for departments.
• Oversee department employee recruitment, onboarding, and offboarding processes.
• Process personnel records and time reporting; coordinate recruitment paperwork, interview panels, and assessment processes.
• Process CJIS requirements, submit initial and temporary badge access requests, orient new employees, and update employee contact lists.
• Perform other administrative, confidential, and support duties as required.
• Provide lead direction to other clerical or office staff, including giving and prioritizing work assignments and providing training.

Benefits

• Eligible full-time County employees may qualify for Public Service Loan Forgiveness after 120 qualifying monthly payments under a qualifying repayment plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED