Are you ready to make a real difference in your community? The Youth & Family Services Division at the Health & Human Services Department is seeking a motivated, detail-oriented Office Specialist 3 (OS3) to join our dynamic team.

In this important role, you'll be the backbone of our programs, providing essential administrative and personnel support that helps everything run smoothly. If you're someone who enjoys tackling challenges head-on, communicates clearly, and can confidently navigate policies and procedures; we want to hear from you! We're looking for a team player who values professionalism, delivers excellent customer service, and works well with colleagues, supervisors, the public, and community partners alike. This is more than just a job, it's a chance to grow your skills, build your career, and contribute to a meaningful cause that supports youth and families in our community. Join us and be part of something bigger. Your impact starts here!

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.

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.

Administrative Support/Personnel

* Serve as the primary contact for personnel and payroll functions, including processing timesheets and personnel action forms. * Coordinate onboarding and orientation for new staff, including workstation setup, email group assignments, and orientation checklists. * Manage and distribute internal policies and procedures, act as a resource on administrative practices and agency guidelines. * Coordinate and support performance evaluations, ensuring timely completion and submission of necessary documentation. * Support recruitment activities by scheduling interviews, preparing materials, and tracking related paperwork.

Operations & Resource Management

* Act as administrator for the Resource Management System (RMS), resolving issues related to county vehicle check-in/out. * Serve as the primary contact for motor pool vehicles, overseeing scheduling, maintenance, and documentation. * Manage procurement card (P-card) usage by tracking check-outs, processing purchases, and maintaining accurate logs and monthly reports. * Coordinate travel arrangements and reimbursements for staff as needed. * Maintain and order office and custodial supplies; manage equipment and furniture orders and related vendor coordination. * Process and track invoices, obtaining necessary approvals for timely payments.

Meeting & Event Support

* Coordinate logistics for meetings and events, including room reservations, A/V setup, food/beverage service, and materials preparation. * Prepare agendas, sign-in sheets, reports, and official meeting minutes; distribute materials to stakeholders. * Provide administrative support for WRAP All Staff meetings, workforce development days, and various team events. * Set up and support video conferencing and in-person meetings using various platforms.

Facilities Liaison & Floor Monitor Duties

* Submit and monitor work orders and building maintenance requests in coordination with facilities staff. * Serve as floor monitor for safety and communication during emergencies and building-wide updates. * Monitor janitorial services and follow up on maintenance needs.

General Office Support

* Provide front desk coverage and respond to public and internal inquiries. * Process subpoenas in accordance with department policy. * Copying, faxing, data entry, and general administrative support for supervisors and team members.

Back-Up Support

* Serve as a back-up for other office specialist staff within the Youth & Family Services team, as needed. * Perform other job duties as assigned by supervisor.

Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.EXPERIENCE AND TRAINING

* High school diploma or equivalent; AND * Two years of general office experience; including one year of experience utilizing a variety of computer software programs; OR * Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

SPECIAL REQUIREMENTS

* Must possess a current driver's license in the applicant's 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: http://apps.co.marion.or.us/APAP/. * The 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 position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549). * 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.

PHYSICAL REQUIREMENTS

Operates a motor vehicle; sees using depth perception; sits; stands; moves about the work area; bends forward; reaches overhead; lifts up to 35 lbs.; pushes and pulls up to 5 lbs.; carries up to 10 lbs.; moves carts weighing up to 100 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12-pt. font; hears a normal level of speech; works in areas that may be exposed to dust and office chemicals.