Administrative Specialist II

Administrative Specialist II

The Department of Facilities, Fleet, and Parks is recruiting for two variable hour Administrative Specialist II positions, one within the Director's Office and another supporting the Safety and Security Program Manager.

Variable hour positions are at-will and hours are limited to 20 hours per week. These positions will accrue sick time and are not eligible for vacation accrual, paid holiday, health insurance including medical, dental, and vision benefits. A consistent weekly schedule will be defined at hire to meet each program's business need and accommodate the successful candidate's availability. Reliable attendance is required.

The Director's Office supports the various Division Managers of the Department, now including Westside Commons / Fair. The Administrative Specialist II will :

Support the activities and directives of the Director and Administrative Manager who support the business lines of the Department

Support the development of a department employee handbook, onboarding procedures, and training and travel coordination

Support for hiring managers with scheduling interviews and creating packets for interview panels

Greet visitors to the office space while focusing on exceptional customer service

This administrative specialist may also be assigned independent administrative projects

The position offers a variety of tasks and encourages collaboration with internal staff members as well as external clients

Set up and maintain filing structure for the department employee handbook and onboarding tools, assist with policy and procedural documents and workflows

Help compile materials for the Director and staff for presentations to Executive Leadership and the Board of County Commissioners when needed

Cross train to support administrative gaps as needed within the various business lines and divisions to make sure phones and shared mailbox communications are being monitored and provided responses in a timely manner

The ideal candidate has knowledge or prior experience working in an executive style office for department leadership, researching procedures and drafting them, preparing and compiling meeting materials for Executive and Board level presentations for the Director upon request, and developing workflow charts as needed. Has ability to work independently in a fast-paced environment with rapidly pivoting tasks. Excellent verbal and written communication skills are necessary for this position. The Director's Office is looking for an energetic team player with a passion for public service, an eye for detail, and a strong work ethic.

The Administrative Specialist II supporting the Safety and Security Program Manager will :

Input and assign access key cards for new and departing employees, prepare reports detailing individual access card usage, edit access permissions, and provide audits

Manage training database, send out reminders for required and upcoming training, and schedule security-related trainings

Assist in preparing and writing security operating procedures, protocols, and procedures with the guidance of Safety and Security Manager

Track incidents, near misses, and injuries that occur throughout the county, compile and create reports, track data trends, prepare presentations

The ideal candidate for this position will be committed to contributing to a safe space for everyone within and interacting with the Facilities, Fleet, and Parks Department. We are looking for an energetic administrative specialist with a passion for public service, an eye for detail, a strong work ethic with the ability to multi-task and adapt work schedule to meet any immediate need presented that may have short deadline to complete, demonstrates good communication skills, and have consistent attendance. They enjoy the challenge of developing agendas, safety processes, producing forms and initiating workflow for the forms, establishing filing structure for teams channel set up for safety & security manager, and administrative tasks such as taking meeting notes and following up on action items on small projects. Successful candidate should also be able to shift priorities to respond to urgent work requests with pride, professionalism, and a positive demeanor. Successful candidate needs to be a team player who looks for system improvements and collaborative approach to establishing standard operating procedures and drafting work flows for safety and security team responsibilities provided by the manager.

Minimum Qualifications :

A high school diploma or equivalent; and

Three (3) years of progressively responsible experience providing administrative or clerical support.

Possession of Microsoft Office Specialist (MOS) or other applicable certifications may substitute for up to one (1) year of the experience requirement.

Additional Requirements :

Some positions may be required to pass a criminal background check.

Next Steps :

Apply today! In lieu of a resume, you are required to complete and submit an online application, which will be used to screen for minimum qualifications (MQs) and to determine starting pay in accordance with the provision of the Oregon Equal Pay Act.

MQ Review : HR will screen applications for MQs after the posting closes.

Subject Matter Expert (SME) Review : Depending on the number of applicants that meet MQs, a SME panel may perform an in-depth evaluation of your application materials, including your responses to the supplemental questions. Your total score for this examination will affect your placement on the eligible list (a list of candidates eligible for interviews).

Panel Interview(s) : Our goal is to schedule panel interviews with candidates who successfully pass the SME review as soon as possible.

Conditional Offer : Human Resources will conduct a salary analysis for the successful candidate(s) and extend an offer of appointment, contingent on a background check.

Our Commitment to You :

Washington County is an equal opportunity employer committed to using a merit-based system in which recruiting, selecting, and advancing employees is based on knowledge, skills, and abilities. Our organization embraces innovation, collaboration, and work-life harmony. We promote employee development and offer an award-winning benefits and wellness program as well as an opportunity to serve and support our vibrant community.