Juvenile Department Administrative Specialist 1
Job ID: 107833
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 Monday, March 3, 2025.
PAY AND BENEFITS
Annual Pay Range: $51,455.06 - $64,989.13
Hourly Pay Range: $26.387212 - $33.327760
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 have exceptional organizational skills?
• Do you have creative problem solving skills?
• Do you believe that all youth are capable of success?
• 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 Administrative Specialist 1 at the Clackamas County Juvenile Department. As the Administrative Specialist 1, you will play a critical role in administrative support for the Department and the program management across a variety of responsibilities. In this role, you will support supervisors of direct service staff in their assigned project management and support multiple supervisors' initiatives, projects and committees by scheduling meetings, preparing meeting materials, and taking thorough minutes. Another one of the major components of this position is the opportunity to create system mapping workflows and other visuals to assist supervisors. Under direction, you will produce flyers, brochures and web content. You will also track monthly utilization and prepare monthly reports.
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:*
• A minimum of one (1) year of relevant experience providing professional administrative support including:
• Developing and consistently following standard procedures for organizing, maintaining, reviewing and routing files, information and documents
• Providing customer service and/or responding to customer inquiries
• 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
• Working with confidential and/or sensitive documents
• Intermediate proficiency in Microsoft Word, Excel, and Outlook
• Basic proficiency in Microsoft PowerPoint
• Ability to multitask and prioritize projects within time constraints and competing deadlines
• Strong interpersonal skills that translate into all of the following:
• Strong verbal and written communication skills
• Exercising tact, good judgement and diplomacy
• Ability to work well independently, as well as having a collaborative, team-oriented approach to work
• Ability to establish and maintain effective working relationships and partnerships both internally and externally
• 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
• Strong problem solving skills
Preferred Special Qualifications/ Transferrable Skills:*
• Experience with grant writing
• Project management experience
• Experience and/or training with visualization software, such as Visio, Visme, or similar applications
• Advanced proficiency in Microsoft Excel
• Intermediate proficiency in Microsoft PowerPoint
• Knowledge of or experience with Oregon Juvenile Justice Information System (JJIS)
Pre-Employment Requirements:
• Must pass post-offer, pre-employment drug test. https://dochub.clackamas.us/documents/drupal/f4f343bb-579a-4e6f-a936-e790625d51d5
• Must pass a criminal history check which may include national or state fingerprint records check
*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 (Clackamas County Core Values).
Builds and Cultivates Relationships by sustaining cooperative working relationships with internal and external customers, partners and stakeholders, in order to work toward shared goals.
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.
Demonstrates Time Management Skills and makes the best use of available time and resources to effectively manage tasks, respond to requests and meet productivity expectations.
Values Technology by utilizing electronic systems appropriately and effectively for the processing and distribution of information, supports the implementation and use of technology in the workplace.
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:
• Supports manager(s) with administrative duties; independently provides administrative support to other managers and workgroups as needed to coordinate work flow; represents management at various meetings and conferences with assigned authority; prepares or edits reports and other materials for use in operational planning and processes, and public meetings; manages calendar and scheduling of various appointments, meetings and conferences.
• Prioritizes and summarizes critical or urgent issues directed to the Assistant Director and/or department manager; directs inquiries from the public, employees, supervisors, and other staff to appropriate individuals other than the manager; conducts follow-up investigations on unresolved complaints; may prioritize, reallocate time, and schedule for department management.
• May lead special projects on behalf of department management involving research, coordination, and/or synthesis of information.
• Provides staff support to internal and external advisory and operating committees; coordinates meeting schedules, agendas and materials; records minutes; develops and writes staff, budget and planning reports, correspondence and research papers; presents studies and reports at work sessions and public meetings.
Specific Tasks:
• Supporting Supervisors of direct service staff in their assigned project management
• Communication Plan; produces flyers, brochures, web content under direction
• Support Supervisor's initiatives/projects/committees such as, but not limited to, the Multi-System Collaboration Advisory Council, Crossover Youth Practice Model subcommittees, and other subcommittees. Prepare agenda, minutes, and scheduling.
• Program duties such as, but not limited to utilization reporting
• Vehicle Inspection reports; monthly report, track for annual Fleet Services, coordination of vehicle maintenance
• Create system mapping workflows and other visuals (e.g. Visio, Visme, charts, graphs) to assist supervisors
• Establishes, revises and recommends administrative, office and general fiscal procedures, systems and workflow processes; monitors activities to ensure conformance with adopted department work plans; researches and reports on existing methods and recommends improvements to practices and procedures, and to coordinate department functions; develops and maintains operating or procedures manuals.
• May act as liaison to County's centralized human resources administration; researches personnel rules, issues and processes to provide information to department management and staff; completes forms and monitors personnel processes for compliance with County policies and procedures; under direction, completes and audits department payroll time sheets for reporting errors; applies staff time to appropriate budget/project numbers; develops and maintains department employee records.
Specific Tasks:
• Under supervisor's direction, tracks Policies and Procedures; track expirations, upload new policies
• Under Supervisor's direction, tracks internal and external training and other tracking as assigned
• 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, and explains action necessary to achieve compliance or approval.
• Gathers and assembles annual and supplemental budget documents within established budgetary and operational regulations and guidelines; gathers and compiles budget information from management staff; prepares budget adjustments and recommendations, including analyzing and/or estimating resources and needs; 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; prepares staff reports, contracts, and supporting documents to ensure policy conformance, accuracy, and completeness.
Specific Tasks:
• Contracts database administration; prepare and process
• Prepare and process contracts/amendments/renewals
• Prepare and process grants
• Distribute, log, and file executed contracts to Director, Assistant Director, Administrative Services Manager, Contract Facilitator
• Under direction of Supervisor, prepare Intergovernmental Agreements, Memoranda of Understanding, Intra-Agency Agreements and process through to execution
• Prepare and process Requests For Proposals, Requests For Quotes, Notice of Funding Opportunities Maintain contract database and track schedule for contracts; give reminders to management
• Prepares programmatic reports for department-wide grants
• Prepare Staff Reports and submit Board materials
WORK SCHEDULE
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.
• 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.
To apply and see full details, visit https://apptrkr.com/6022296
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