The Clackamas County Juvenile Department is seeking an Office Specialist 2 to help support the work of our office. The Office Specialist 2 performs a wide variety of administrative support activities and office functions to process police reports and court orders. This position plays a critical role in the Juvenile Department and requires strong communication skills to explain department policies, procedures and functions to a wide range of internal and external customers and very accurate data entry.
Job Title: Office Specialist 2
Job Code: 001632
Salary Plan/Grade : EA/12
Annual: $32,144 - $40,436
Hourly: $15.45 - $19.44
Union Representation: Employees' Association
In addition to competitive wages, Clackamas County offers an attractive benefits package for employees in regular status positions.
Health Plan Options: Most employees are eligible to start most benefits after two months of continuous employment. Note: This summary is general in nature. Specific terms of benefits are contained in insurance policies, the Personnel Ordinance, County Employment Policies and Practices and the appropriate collective bargaining agreement.
THE FLEXIBLE BENEFITS PROGRAM OFFERS:
A Choice of Medical Plans with Vision and Prescription Drug Coverage
Chiropractic Coverage and Alternative Care Benefit
A Choice of Dental Plans
Wellness and Employee Assistance Program
Paid Leave: (Vacation, Holidays, Sick Leave, Bereavement Leave)
Group Term Life Insurance
Long-Term Disability Insurance with Optional Salary Buy-Up Program
A Choice of Full Benefits or Lesser Benefits with Flex Cash
Health Care Flexible Spending Account (FSA)
Dependent Care Flexible Spending Account (FSA)
Health Reimbursement Accounts
Optional Group Universal Life Insurance
Optional Accidental Death & Dismemberment (AD&D) Insurance
Optional Long Term Care Insurance
Optional Voluntary Benefits through AFLAC, Liberty Mutual and Hyatt Legal
Retirement: PERS/OPSRP Retirement Contributions
Optional Deferred Compensation (457)
More information about employee benefits is available at http://www.clackamas.us/des/active.html
This position is included in the County’s alternate workweek program, working 37.5 hours during a standard workweek of Monday through Thursday (Fridays off). Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.
ABOUT THE DEPARTMENT
The Juvenile Department provides case management services for all persons under the age of 18 coming within the jurisdiction of the juvenile court.
Its three fold purpose is to hold juvenile offenders accountable, protect public safety and provide intervention services directed at reforming the youth’s conduct.
The juvenile department’s programs are designed to have the youth offender restore the losses that he or she has imposed upon victims and the community at large. We accomplish this by using a strengths based case management approach and by providing opportunities to positively connect the youth in the community.
The juvenile department also has the responsibility to assist the court in the legal intervention of children who have been abused and neglected.
Learn more about the Clackamas County Juvenile Department
Duties may include but are not limited to the following:
Examines complex or technical documents and records for completeness and accuracy; interprets data for proper input to office case management system; determines necessary changes or additions to data gathered or entered; enters complex or technical data.
Proofreads law enforcement agency reports to verify accuracy of input data; computer reports; consults with supervisor as to nature of data requested; monitors and prioritizes projects and assignments.
Reports operating problems to supervisor; trains other team members in the use of data entry procedures and use of keyboard, formats and programs; performs special projects as assigned.
Receives, transfers or refers calls to proper sources; provides complex or technical information which requires the interpretation of office or program policies and procedures in order to facilitate office operations or assist the general public; meets and greets the general public and directs individuals to appropriate staff.
Reconciles problems by consulting technical manuals; serves as departmental liaison with service and vendor personnel when problems occur; processes transactions; computes or verifies data, fees or payments.
Types complex, technical, financial or confidential correspondence, narratives, reports, minutes, tables, and other documents from dictation, typed or handwritten material for entry into case management system, word processing equipment or electric typewriters; creates sophisticated editing and formatting programs.
Proofreads text for grammar, clarity, punctuation and spelling without altering author's intent; returns printed documents to originating person for editing or approval; advises supervisor or users of the status of documents and workload.
Maintains files of stored documents; updates and purges files, cassettes, tapes or disks according to division/department guidelines; provides training to others in use of word processing equipment or electric typewriters.
Consults with program and office staff to establish, revise clerical systems, files and recordkeeping procedures to meet specific program needs.
Processes complex or technical materials such as criminal legal forms, formal documents and records where specific procedural requirements are somewhat complicated, and where accuracy and effectiveness are critical.
In consultation with supervisor, monitors and prioritizes projects and assignments; provides backup support to staff when needed.
Transcribes technical, financial and general correspondence, reports and exhibits regarding the progress of the clerical unit to date; presents and/or interprets such information to supervisor or staff if necessary.
Effectively operates complex equipment and office machinery in the office served which may include programmable typewriters, sophisticated electronic transcribers, and other data entry machinery; may serve as departmental liaison with service and vendor personnel when problems occur; reconciles routine problems by consulting technical manuals.
May work with the public, clients, law enforcement agencies, other departmental personnel or staff of other businesses in order to interpret program procedures and guidelines, facilitate operations, or to assist in the training of staff.
Within Library Network, distributes boxed materials or bound publications among multiple locations within an established time schedule.
Considerable knowledge of : Accepted modern office practices, procedures, and techniques; basic English composition, spelling and grammar; arithmetic, clerical/accounting, principles and processes; general care and operation of the equipment used and their functions/capabilities; concepts and techniques of prioritizing, organizing work; applicable program policies and procedures/rules, regulations and statues depending upon assignment of duties and responsibilities.
Thorough knowledge of : general legal office practices.
Working knowledge of : Office equipment, including personal computers and software programs.
Skill to : Independently, accurately, and effectively perform assigned tasks and duties following generally established procedures and department policies; establish cooperative working relationships with the public, staff, clients and personnel of other businesses in a courteous, professional manner; communicate effectively, both orally and in writing; comprehend and apply oral and written instructions, principles, policies and procedures in a legal office setting; operate office equipment; accurately type, transcribe, and proofread information regarding litigations or other legal proceedings.
Must pass a criminal history check, including fingerprinting as mandated by Oregon Revised Statutes;
Successful candidate must pass a post-offer, pre-employment drug test.
Candidates passing the preliminary screening process may be asked to participate in additional assessment and skill testing, such as a typing test and/or software proficiency.
EQUAL EMPLOYMENT OPPORTUNITY
Clackamas County is an Equal Opportunity Employer valuing diversity and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.
If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and will be requesting accommodation, the request must be made to the Department of Employee Services no later than the recruitment close date.
HOW TO APPLY
Only on-line employment applications are accepted for this position.
Browser and Operating System Requirements: For optimal experience, Internet Explorer 8.0 or higher is the recommended web browser running on Windows. Some applicants have experienced technical issues when using other browsers.
It is recommended you clear your temporary internet files, disable pop-up blockers and add https://hrapp.clackamas.us/recruit/jobinfo.html as a trusted site.
For additional information on how much time you should allow and what information you will need to have available before applying on-line, please review the Applicant Tutorial and/or FAQ links on the Careers Page before starting your on-line employment application.
BASIS OF RATING
Thank you for your interest in employment with Clackamas County!
For most openings, we receive a large number of applications and the selection process is highly competitive. Because we are able to interview or test only a limited number of applicants, it is very important that you complete all application materials properly. Those applicants whose application materials are thorough and organized are most likely to make it to the next step in the selection process.
PLEASE READ THE INSTRUCTIONS CAREFULLY. If you have any questions about how to complete the application materials, contact the Department of Employee Services at (503) 655-8459 or send an e-mail to: firstname.lastname@example.org.
APPLICATION REVIEW: To receive consideration for this position, you must complete the entire on-line employment application. These application materials will be competitively evaluated in order to select the most suitably qualified candidates for employment. Only those applicants who demonstrate the most competitive work experience, education, training, and/or certification(s) and license(s) will receive further consideration for employment.
RESUME REVIEW: Not all positions require a resume . If a resume is required as part of the application process, there will be instructions prompting you to Copy and paste resume text in the on-line employment application.
Note: This position does not require a resume.
If your application is incomplete, or improperly completed, it may be inactivated even if you are qualified for the position for which you are applying.
TESTING PROCESS: Active applicants may be further evaluated through a competitive evaluation process which may include: structured oral interview, pre-interview exercise, written test, verbal test, software testing or any other method necessary to assess the work related knowledge, training, skills and experience of active applicants and to establish a valid hiring list of qualified candidates.
DEPARTMENT REVIEW: The most competitive candidates throughout the selection process may be referred to the hiring department for an employment interview. The band or number of candidates referred for each open position is established by the Clackamas County Personnel Ordinance and by labor agreements for union positions.
HOW TO CLAIM VET PREFERENCE
Veterans may apply for veterans' preference points as authorized by Oregon Revised Statutes by answering the two questions pertaining to Veterans' Preference on the Questionnaire page of the application. In addition, proof of eligibility in the form of a copy of your DD214, DD215 that includes your 'Type of Separation” and "Character of Service" and a letter from the Department of Veterans Affairs certifying Disabled Veteran Status (if applicable) must be received by the recruitment close date in order to be considered. Documentation must be submitted for each job opening for which you apply.
You have multiple options for submitting your required documentation. You may upload it in the Submit Application step of the application or you can mail, email, or fax it.
If you mail, email, or fax: list Job Title on forms and s end required documentation to:
Mail: Employee Services, 2051 Kaen Road, Oregon City, OR 97045
If you have any questions about veterans preference points, contact the Department of Employee Services at (503) 655-8459 or send an e-mail to: email@example.com
For more details on Veterans Preference Points, refer to Employment Policy & Practice (EPP) 43 .
Clackamas County only accepts on-line employment applications. Emailed, faxed or hard copy applications will not be accepted.
A fully completed Clackamas County On-line Employment Application must be received electronically by the Department of Employee Services, NO LATER THAN 11:59 PM (Pacific Time) ON THE CLOSE DATE . Note: Attaching a resume does NOT substitute for completing the entire on-line employment application.
Please do not wait to electronically submit your application on the close date as there is no technical support available after business hours.
Your on-line employment application must be submitted no later than 11:59 pm (Pacific Time) on the close date, otherwise our system will not accept it. Clackamas County is not responsible or in anyway liable for any computer hardware or software malfunction which may affect your employment application or the applicant selection process.
Clackamas County is not responsible for the verification of data provided and shall not be liable for any errors - factual, transcription or otherwise, contained in the information posted.
ABOUT CLACKAMAS COUNTY
Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 400,000 citizens.
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