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Juvenile Department Executive Assistant

Clackamas County

Job ID: 107724

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 Wednesday, December 18, 2024.

PAY AND BENEFITS

Annual Pay Range: $66,242.70 - $89,428.13

Hourly Pay Range: $31.847450 - $42.994294

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:

• 16 hours of vacation accrual 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 accrual 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 Non-Represented Group 2 County position.

https://dochub.clackamas.us/documents/drupal/89bed039-1cd2-4362-87d1-58972a37473b

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

JOB DETAILS AND QUALIFICATIONS

• Are you passionate about helping others?
• Do you want to make a difference in the lives of youth and their families?
• Do you believe that all youth are capable of success?
• Are you a strong communicator with exceptional business writing skills and ability to convey complex information clearly to individuals at various levels of subject matter knowledge?
• Do you thrive in a fast-paced, continuously evolving environment?
• Do you have exceptional organization skills?
• Do you have creative problem solving skills?
• Do you have a personal commitment to putting ethics into action by holding yourself to the highest standards of professionalism, honesty, and objectivity?
• Are you committed to maintaining confidentiality when dealing with sensitive issues?

If you answered “yes” to the questions above, we want you to join our team as an Executive Assistant at the Clackamas County Juvenile Department. If selected for this position, you will be primarily responsible for providing high level confidential administrative support to the Department Director. In this role, you will perform a variety of complex, highly sensitive, and confidential administrative support functions for the executive-level management team, interact with high level internal and external partners, conduct complex, confidential studies and prepare special projects. One of the key components of this position is to provide support and assistance to management with sensitive information and processes associated with employee discipline and grievances, collective bargaining issues and budget issues related to the department workforce.

The most competitive candidates will have experience using discretion in highly confidential and sensitive matters, be detail-oriented, resourceful, independently seek out answers to questions, take initiative, be team-focused, and have strong interpersonal and communication skills as well as an ability to multi-task and shift priorities frequently in an ever-changing environment.

We are committed to being an exemplary organization with best practices in providing equitable juvenile justice, family support, intervention, and reformation services to youth, so they can repair harm to victims, experience positive change, and contribute to a safe, healthy and secure community. To that end, we are searching for an experienced individual, who is motivated to be a positive and collaborative contributor, demonstrating strong interpersonal, communication and organizational skills that will allow us to improve, develop and enhance our operations.

Required Minimum Qualifications/ Transferrable Skills:* (These must be evident in your resume and work history.)

• A minimum of two (2) years of relevant administrative or executive support experience including:

• Working with confidential and sensitive documents
• Managing calendars, scheduling, and staffing meetings
• Drafting, proofing, and preparing documents and correspondence
• Tracking timelines and projects
• Taking thorough notes in meetings
• Researching information, tracking, compiling, and monitoring data, and/or maintaining records in databases, spreadsheets, and paper filing system

• Intermediate proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Strong interpersonal skills including:

• Strong communication skills, including ability to explain and present complex, technical information to individuals with various levels of technical knowledge and skill
• Strong attention to detail
• Ability to manage time effectively, including multitasking and prioritizing projects within time constraints and competing deadlines, as well as re-prioritize and work in a fast-paced environment
• Promoting and fostering a supportive and collaborative, team-oriented work environment
• Strong problem solving skills
• Strong active/reflective listening skills
• Ability to work well independently and as a part of a team
• Ability to handle a wide range of situations and circumstances effectively, positively, and professionally and to maintain composure in difficult, stressful, and quickly emerging situations
• Ability to establish and maintain effective working relationships and partnerships both internally and externally
• Ability to exercise tact, good judgement, and diplomacy

Preferred Special Qualifications/ Transferrable Skills:* (These must be verifiable.)

• Project management experience
• Experience and/or training with visualization software, such as Visio or similar applications

Pre-Employment Requirements:

• Must pass post-offer, pre-employment drug test. https://dochub.clackamas.us/documents/drupal/69fd8013-4594-4afd-bee9-f1e0aeab42ea.
• Must pass a criminal history check which may include national or state fingerprint records check
• Driving is required for County business on a regular basis or to accomplish work. Incumbents must possess a valid driver's license, and possess and maintain an acceptable driving record throughout the course of employment. http://dochub.clackamas.us/documents/drupal/828106a0-265a-47cc-a3a6-0a2c8b028673.

*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:

Creates a Respectful and Safe Environment by promoting a working environment and culture in which employees and all the youth, families, and victims we serve feel physically and emotionally safe and able to express themselves without repercussion. It will be critical for someone in this position to commit to serving diverse populations, and recognize that all youth, families, and the victims we serve must be treated with dignity and respect, and must not experience discrimination, bias, or a lack of equity in services. These diverse populations include but are not limited to people of all races, ethnicities, and national origins; lesbian, gay, bisexual, transgender, and gender-nonconforming people; individuals with physical or mental disability; people of all ages, religions, genders, political affiliations, veterans, and people of various socio-economic statuses.

Embodies “SPIRIT” by demonstrating a commitment to the Clackamas County core values of Service, Professionalism, Integrity, Respect, Individual Accountability, and Trust in their work (http://www.clackamas.us/countyadmin/spirit).

Builds (Cultivates) Relationships by sustaining cooperative working relationships with internal and external customers, partners and stakeholders, in order to work toward shared goals.

Promotes Cross Cultural Effectiveness by engaging in a culture of respect, inclusiveness, and appreciation of diverse perspectives, backgrounds and values.

Commits to Teamwork and Collaboration through team unity by working effectively towards a shared goal, encourages 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 the diverse youth, families, and victims we serve.

Professional Communication demonstrated by self-awareness, respect for others, empathy, situation appropriateness and professionalism when communicating verbally, non-verbally and in writing.

Embraces Continual Learning by displaying an ongoing commitment to, and takes ownership for, learning and self-improvements, demonstrates willingness to grow within the job as technology, organizational changes demand it.

Honors Confidentiality in compliance with privacy laws, business needs, including all juvenile matters, and employee/team relations, using only for the purpose required to fulfill employment obligations.

Seeks to Problem Solve as evidence by using critical thinking and analytical skills, identifies alternative strategies bringing a solution-focused approach to address challenging or difficult solutions.

Engages in Self-Management as evidenced by the individual's ability to manage and continually improve the individual's own performance through thoughtfulness, self-awareness, self-motivation, personal accountability, and the ability to develop strategies to effectively manage tasks and personnel.

Professional Communication demonstrated by self-awareness, respect for others, empathy, situation appropriateness and professionalism when communicating verbally, non-verbally and in writing.

Displays Creativity and Innovation by generating new ideas and takes initiative in improving services, processes, programs and products

Puts Ethics into Action by holding themselves to a high standard of professional, honest and objective behavior in all dealings with or about youth, families, victims, stakeholders, community partners and service providers. Maintains professional relationships and appropriate social, emotional and physical boundaries at all times with the youth and families the Juvenile Department is entrusted to serve.

TYPICAL TASKS

Duties may include but are not limited to the following:

• Researches, compiles, reviews, or edits complex, controversial, or sensitive confidential documents related to disciplinary actions, grievances, collective bargaining issues or investigations of all department employees.
• Participates in the administration and preparation of contract documents, grant applications and bid materials; provides administrative review of vendor/contractor performance to ensure compliance with contract provisions and timelines; prepares, reviews, and/or coordinates documents, records, or applications for completeness, accuracy, and compliance with rules; determines, researches, and analyzes to explain action necessary to achieve compliance or approval. Prepares and/or coordinates annual and supplemental budget documents within established budgetary and operational regulations and guidelines; gathers and compiles budget information from management staff; supports management in budget forecasting; administers budget line items as assigned; monitors budget requests, expenditures, and revenues for accuracy and appropriate budget accounts; maintains internal fiscal records. May act as department liaison to elected officials for policy sessions and business meeting agendas; coordinates scheduling; composes, reviews, and modifies staff reports, contracts, and supporting documents to ensure policy conformance, accuracy, and completeness.
• Assists Director and Assistant Director with administrative duties including but not limited to managing calendars and coordinating and scheduling appointments, meetings, events, and conferences; coordinates travel arrangements; compiles expense reports and prepares post-travel reconciliation; develops and writes staff, budget, and planning reports, correspondence, and research papers; presents studies and reports at work sessions and public meetings. Prioritizes and summarizes critical or urgent issues directed to the Director or Assistant Director; directs inquiries from the public, employees, supervisors, and other staff to appropriate individuals other than the Director or Assistant Director; conducts follow-up investigations on unresolved complaints; may prioritize, reallocate time, and schedule for department executives. May train, schedule, and lead the work of support staff; assigns and reviews work; may participate in the hiring of staff and/or preparing performance evaluations.
• Provides staff support to internal and external advisory and operating committees; coordinates meeting schedules, agendas and materials and records minutes; independently assists in a variety of department operations including leading high-level complex special projects and events on behalf of the Director and Assistant Director; represents and acts on behalf of management at various meetings and conferences with assigned authority; prepares or edits reports and other materials for use in operational planning and processes.
• Assists with all necessary recruitment and onboarding processes that are performed at the department level for non-represented positions, such as scheduling interviews and coordinating interview panels, completing personnel action forms, drafting job offer letters, coordinating pre-employment drug testing, background investigations, and criminal history checks.
• Establishes, analyzes, revises and recommends, and implements administrative, office and fiscal procedures, systems and workflow processes; monitors activities to ensure conformance with adopted department work plans; analyzes existing methods and recommends improvements to practices and procedures, and to coordinate department functions; develops and maintains operating or procedures manuals. Assists in developing and maintaining various tracking systems.

WORK SCHEDULE

This position is included in the County's alternate workweek program, working 40 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. This position is designated as on-site/in-person. It is expected that the selected candidate will perform duties at the specified on-site work location.

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 Juvenile Department provides prevention and early intervention services to at-risk youth, as well as case management for youth who have been referred to the department for delinquent behavior.

Its three-fold purpose is to hold juveniles 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 restore the losses that they have 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.

Mission Statement

The mission of the Clackamas County Juvenile Department is to provide equitable juvenile justice, family support, intervention, and reformation services to youth so they can repair harm to victims, experience positive change, and contribute to a safe, healthy and secure community.

Values

Integrity, Collaboration, and Excellence

Guiding Principles

• To honor diversity and to treat all persons with respect.
• To involve youth, families, and community partners in creating an effective and responsive department.
• To strive to be innovative leaders in the field of juvenile justice.
• To incorporate evidence-based practices in our work with youth and families.
• To honor victim's rights and interests throughout all phases of the justice system.
• To invite victim's participation in determining how to meaningfully address harm.
• To provide opportunities for youth to repair harm to victims and communities.
• To engage youth to have positive involvement in their communities.
• To foster open communication and teamwork in a supportive work environment.
• To demonstrate ethical and honest behavior in all that we do.

http://www.clackamas.us/juvenile/.

APPLICATION PROCESS

Clackamas County only accepts online applications.

IMPORTANT INFORMATION FOR APPLICANTS:

• In order to be considered for this position, attach your cover letter (not to exceed two pages) in the Resume/Cover Letter section of the application. Your cover letter and filename should include your first and last name.
• In the body of your cover letter, please include responses to all Required Minimum Qualifications/Transferrable Skills and any applicable Preferred Special Qualifications/Transferrable Skills listed in the Job Details and Qualifications section. Do not use a generic cover letter. Please personalize your cover letter for this position. We read every applicant's cover letter.

Help With Your Application:

APPLICATION PROCESS

Clackamas County only accepts online applications.

IMPORTANT INFORMATION FOR APPLICANTS:

Help With Your Application:

APPLICATION PROCESS

Clackamas County only accepts online applications.

IMPORTANT INFORMATION FOR APPLICANTS:

Help With Your Application:

APPLICATION PROCESS

Clackamas County only accepts online applications.

IMPORTANT INFORMATION FOR APPLICANTS:

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.

OTHER INFORMATION

Candidates who are selected to interview for this position following the application review will be required to complete a pre-interview exercise using PowerPoint. Details and instructions for this exercise will be communicated directly to candidates who are selected for a first-round interview, along with a timeline for completion.

Candidates who are selected to progress after the first round of interviews will be required to complete online computer skills testing for Microsoft Word and Excel, as well as for proofreading. These tests will be administered online and applicants will be able to complete testing at a location of their choice. Those applicants who are selected to move forward with online skills testing will receive an email with detailed information and specific instructions on how to complete the testing process.

RECRUITING QUESTIONS?

Kelly Schaefer, Recruiter
mailto:KSchaefer@clackamas.us?subject=RECRUITMENT%20QUESTIONS

To apply, visit https://apptrkr.com/5851640

https://www.jobelephant.com/

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