Administrative Specialist 1

Administrative Specialist 1 (Department of Transportation and Development)

Job ID: 107684

Location: Oregon City, Oregon

Full/Part Time: Full Time

Regular/Temporary:Regular

CLACKAMAS COUNTY CORE VALUES

WE ENCOURAGE YOU TO PRINT OR SAVE THIS JOB ANNOUNCEMENT FOR YOUR REFERENCE.

IT WILL NOT BE ACCESSIBLE AFTER THE CLOSE DATE.

Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:

• Service
• Professionalism
• Integrity
• Respect
• Individual accountability
• Trust

By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT.

https://www.clackamas.us/countyadmin/spirit

Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring.
We encourage applicants of diverse backgrounds and lived experience to apply.

CLOSE DATE

This Job Posting closes at 11:59 p.m. (Pacific Time) on Tuesday, November 12th, 2024.

Please Note: The application deadline may be extended to expand the pool of qualified candidates. Any recruitment timeline changes will be communicated to all who have initiated an application process or have submitted an application.

PAY AND BENEFITS

Annual Pay Range: $54,885.40 - $69,321.74

Hourly Pay Range: $26.387212 - $33.327760

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.

We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle.

Employee benefits become effective the first of the month following an employee's date of hire.

Attractive benefits package and incentives for employees in regular status positions are detailed below.

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 http://dochub.clackamas.us/documents/drupal/a51ff5d3-d243-49ba-aa11-15324f4c0bf8! 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

Other Benefits:

• 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 (see links below for additional information)

This is a full time County position represented by AFSCME.

https://dochub.clackamas.us/documents/drupal/e044da55-8261-4563-b291-b40e891a2031

http://www.clackamas.us/des/benefits.html

JOB DETAILS AND QUALIFICATIONS

• Do you have strong organizational skills that allow you to manage schedules and appointments efficiently?
• Are you known for your effective verbal and written communication?
• Do you enjoy working in a dynamic environment, juggling multiple tasks while maintaining attention to detail and accuracy?
• Do you thrive in a team setting that encourages fresh thinking and innovation?

If you answered YES to the questions above, please read on! You may be a great fit for our team!

The Clackamas County Department of Transportation and Development is looking for an Administrative Specialist 1. If selected for this position, you will be central to our department's operations, providing essential administrative support across multiple programs.

Key Responsibilities:

• Developing processes and procedures that ensure the efficient and consistent onboarding of new employees and smooth offboarding of departing staff
• Handling procurement coordination and assist with accounts payable and receivable
• Collecting data and manage complex scheduling for training sessions and meetings

What We're Looking For:

• Excellent written and verbal communication skills.
• A proactive, highly organized individual with the ability to adapt to last minute changes
• Ability to address requests promptly and coordinate effectively between different programs and priorities

Required Minimum Qualifications/ Transferrable Skills:*

• A minimum of one (1) year of relevant experience that would provide the required knowledge and skills to perform the responsibilities of this position
• A minimum of one (1) year of experience providing services to customers in a positive and timely manner, both in person and over the phone
• A minimum of one (1) year experience preparing and processing payments, invoices, claims, and/or vouchers for accuracy and completion of documentation
• A Minimum of one (1) year of experience in employee onboarding, offboarding, and HR administration.
• A minimum of one (1) year of experience establishing priorities and managing workload with minimal supervision while adhering to strict and sometimes conflicting deadlines
• Experience tracking and maintaining data within multiple databases and systems
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams, SharePoint, etc.) and Adobe Acrobat programs

Preferred Special Qualifications/ Transferrable Skills:*

• Experience in developing and implementing efficient processes to manage multiple requests efficiently and prioritize tasks in a fast-paced environment
• Experience working collaboratively with various departments and staff to understand their needs and to develop and implement standard operating procedures, training materials or guides for staff/managers
• Experience working with various committee members and/or chairs
• Understanding of employee onboarding and offboarding best practices and requirements, including data management, user access, and systems access
• Advanced proficiency and skill in Microsoft Office Suite (Outlook, Word, Excel, Teams, SharePoint, etc.) and Adobe Acrobat programs including implementing mail merge, table of contents, bookmarking, hyperlinking to other documents, managing tables, creating pivot tables, using Excel formulas, using conditional formatting to make documents easier to read, and processing documents with Adobe DC for signatures.

*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

KEY COMPETENCIES FOR SUCCESS IN THIS POSITION:

• Aligns with Clackamas County Core Values of Service, Professionalism, Integrity, Respect, Individual Accountability, and Trust “SPIRIT”.
• Builds & Maintains Professional Relationships with customers and stakeholders by honoring commitments and delivering exceptional customer service.
• Commits to Teamwork and Collaboration by working effectively towards a shared goal, encouraging sharing of information, productive problem solving and putting team success first.
• Demonstrates Excellent Customer Service by anticipating, assessing, and responding effectively to the needs of those we serve.
• Communicates Professionally and Effectively demonstrating self-awareness, respect for others, and adjusting to various levels of technical skills & understanding of subject matters.
• Embraces Continual Learning and Self Improvement through a willingness to grow within the job as technology and organizational changes demand it.
• Seeks to Problem Solve by using critical thinking and analytical skills, identifying alternative strategies & developing a solution-focused approach to address challenges or issues.
• Displays Creativity and Innovation by taking initiative in improving processes, programs, services and products through new approaches or ideas and being open to others' ideas.
• Values Technology by leveraging electronic systems for the processing and distribution of information in the most effective and efficient ways.
• Engages in Self-Management as demonstrated by the individual's ability to manage and continually improve their own performance through thoughtfulness, self-awareness, self-motivation, personal accountability, and the ability to effectively manage tasks.
• Puts Ethics into Action by holding themselves to a high standard of professional, honest, and objective behavior in all dealings and interactions.

TYPICAL TASKS

Duties of this specific Administrative Specialist 1 position include, but are not limited to:

Onboarding Employees: Develop and implement procedures for a consistent onboarding experience, including:

• Collaborating with program managers to identify standard equipment lists for the department, based on position requirements, and ensuring workstations are ready for new hires.
• Partnering with department staff and Technology Services (TS) to guarantee access to necessary systems and folders.
• Managing Facilities ID badge access and Technology Services software and equipment requests.
• Coordinating Microsoft Teams channels and Outlook Group memberships.
• Gathering required forms to coordinate telework, confidentiality agreements, purchasing card assignment, petty cash, change bags.
• Assisting with the setup and distribution of training materials, including email signature lines, timesheet coding, procedure documents and workplace safety plans.

Offboarding Employees: Streamlining the offboarding processes for employees leaving their role, by:

• Scheduling appointments for exit interviews.
• Ensuring the return of assigned equipment and keys.
• Working back through the onboarding checklist to submit required documents to remove access to all software systems and websites.

Centralized Office Administration: Improve efficiency and reduce costs by implementing a centralized system:

• Coordinating equipment access and functionality with Technology Services.
• Overseeing shared leases, tracking equipment usage, and distributing costs among workgroups.
• Processing office supply requests through a shared email to ensure a consistent ordering approach.
• Reporting on equipment lifecycle, ensuring required replacements are included in program budgets, and coordinating replacement after budget approval.
• Submitting facilities maintenance requests and scheduling conference rooms.
• Ensuring supervisor/manager approval and accurate coding for program requests.

Consolidated Reporting / Document Preparation: Preparing and reviewing essential forms, including:

• Preparing payment request forms, accounts payable stamps, and encumbrance change forms. Entering invoice in contract database/tracking spreadsheet and print progress report. Ensuring correct financial coding prior to processing.
• Managing TS invoice and annual software subscription reviews to accurately reflect onboarding and offboarding, ensuring the correct program is charged for services, and discontinuing equipment and staff assignments as needed.
• Managing department procurement spreadsheet and coordinating discussion with program managers and procurement staff to prioritize upcoming procurement requests.
• Collaborating with Technology Services and program managers to automate data collection and improve reporting visibility.
• Running queries for programs to track contract and purchase order expirations, account strings, and balances.
• Maintaining and distributing training materials for department wide consumption (financial processes, timecards, grant applications, etc.).

Scheduling: Managing complex scheduling tasks, including:

• Organizing budget reviews, committee meetings, and department-wide training.
• Overseeing recruitment processes for special districts, as required.

WORK SCHEDULE

This position works 40 hours during a standard workweek of Monday through Friday. Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.

Please Note: This position may be eligible for hybrid on-site/telework subject to the https://dochub.clackamas.us/documents/drupal/9065b5fb-2237-47ce-9534-e7c8c40fc2bc and based on the Department's business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer, but Transportation & Development will require the successful incumbent to perform up to 80% of their work on-site. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.

EXPLORE 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 420,000 residents.

http://www.clackamas.us/

http://www.clackamas.us/onboarding/

https://www.mthoodterritory.com/

ABOUT THE DEPARTMENT

The mission of the Department of Transportation and Development (DTD) is to assist residents and businesses in creating vibrant, sustainable communities through innovative and responsive public service.

DTD is responsible for a broad range of county services involving land use planning and permitting, building permits, county code enforcement, solid waste and recycling, road construction and maintenance, surveying, plat approvals, public land corner restoration, economic development, libraries, County parks, and dog services.

http://www.clackamas.us/transportation/

APPLICATION PROCESS

Clackamas County only accepts online applications.

Help With Your Application:

https://dochub.clackamas.us/documents/drupal/6b3147a3-bf84-4f52-8238-64a37e936b4f

https://www.clackamas.us/jobs#helpwiththeapplication

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto:jobs@co.clackamas.or.us?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

HOW TO CLAIM VETERAN'S PREFERENCE

https://www.clackamas.us/des/jobs.html

https://dochub.clackamas.us/documents/drupal/a67ee11c-861c-4126-aa5a-4dec6174f6eb

VISA SPONSORSHIP

Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.

EQUAL EMPLOYMENT OPPORTUNITY

Clackamas County is an Equal Opportunity Employer. We value diversity, equity, 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 would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.

RECRUITING QUESTIONS?

Lindsay Roberts
mailto:LRoberts2@clackamas.us

To apply, visit https://apptrkr.com/5767322

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