Salary: $23.50 - $31.48 Hourly Location : Salem, OR Job Type: Full-time Regular Job Number: 012-2025-9 Department: Health and Human Services Division: HHS - BH - Intensive Svcs and Supports Opening Date: 07/01/2025 Closing Date: 7/14/2025 11:59 PM Pacific FLSA: Non-Exempt Bargaining Unit: 06

Marion County requires on-site work. Remote work is not available.

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.

Typical Duties - Duties include, but are not limited to the following 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. Requirements for the Position

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: 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.

PUBLIC SERVICE LOAN FORGIVENESS Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS' PREFERENCE Applicants are eligible to use Veterans' Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE One of the following: MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

In addition to one of the above documents, Disabled Veterans must also submit one of the following: A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at

Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation, through Human Resources, in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mail if you wish to request an accommodation. Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, For a complete and detailed overview of the MCEA benefits package, , and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.

Salary and benefits are subject to union contract negotiations and may change as a result. 01

To receive credit for your supplemental questions, your answers must be supported by details in the education and/or work experience section of your application form. "See resume" is not an acceptable answer. Do you understand this statement? Yes No

02

Please indicate your length of experience using your current and/or previous work experience in the last 5 years only, where your full-time primary work duties were providing clerical support. (One year of work experience is equal to 2080 hours.) Answer must reflect in the work experience section of your application. Less than 1 year 1 year to less than 3 years 3 years to less than 5 years 5 years or more None of the above

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Select the computer software which you are proficient with and have at least 1 year of full-time work experience. Microsoft Word Microsoft Excel Microsoft Visio Microsoft PowerPoint Microsoft Outlook Microsoft Teams Adobe Pro Laserfiche None of the above

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Select the items with which you have at least 1 year of full-time work experience. Experience using virtual meeting platforms (Teams, Zoom) Working with confidential and sensitive material Recruitment processes (scheduling interviews/processing new hire paperwork) Employee onboarding Creating forms (Adobe Pro, Microsoft Word) Mail merge for bulk email, letters, labels or envelopes Coordinating calendars and scheduling meetings Reviewing, auditing and processing employee time sheets Taking detailed meeting minutes Purchasing processes for departmental supplies None of the above

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Please describe how your skills and experience will benefit our program in this Office Specialist 3 role. Required Question