Administrative Specialist II - Patrol Division

THE POSITION

The Opportunity!

The Washington County Sheriff's Office is seeking an Administrative Specialist II to join the Patrol Division. This role provides diverse administrative support duties and functions requiring confidentiality, initiative and sound decision making. This position requires excellent organizational skills and the ability to effectively handle multiple priorities. The Administrative Specialist II follows procedures, processes and techniques to the completion of assignments and in line with the department's goals.

The Ideal Candidate

Our ideal candidate will possess the skills to effectively handle multiple priorities daily while handling interruptions that may occur. They possess strong communication and problem solving skills with the flexibility to adapt to new situations. Our ideal candidate will possess excellent customer service skills with the ability to maintain a large degree of confidentiality. They will be able to work independently or as a team member and are self-motivated. The successful candidate for this position be experienced with Microsoft Office 365 Suite products and be skilled at learning new software quickly.

To learn more visit: Washington County Sheriff's Office

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you're interested in applying, we encourage you to think broadly about your background and skill set for the role, even if you believe you do not meet all of the hiring criteria described above.

Essential Job Duties

As an Administrative Specialist II within the Patrol Division, on any given day you may find yourself:

• Work at the customer window and maintain a high level of customer service and citizen interaction.
• Provide information to the public or other employees by phone or in person to ensure compliance and an understanding of the agency rules, regulations, or functions; listen to questions and either explain procedures according to agency guidelines or refer clients to appropriate resource.
• Fingerprinting (hands-on customer contact) of citizens and juveniles.
• Manage WebLEDS certification.
• Prepare correspondence using general office procedures and computer programs.
• Maintain electronic and hard-copy files and recordkeeping systems requiring employee to sort, file, retrieve and distribute records or other documents.
• Process, edit, and proofread forms, memos, reports, text and correspondence for managers or supervisors from rough draft, notes, or handwritten copy.
• Process and prepare a variety of documents according to established procedures or statutes.
• Processing citations with DMV printouts.
• Utilize DMV and Jail databases to prepare photo laydowns for patrol deputies.
• Enter Sex Offender Registrations.
• Assist with the Vehicle Compliance program.
• Provide administrative support for special teams and Patrol command staff.
• Perform related duties as assigned.
  
  

This position is classified as an Administrative Specialist II. Classification descriptions are typically written broadly. To review the full information on this classification, please use the following link: Here.

Minimum Qualifications

EDUCATION AND EXPERIENCE:

• 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 LICENSES, CERTIFICATES, PHYSICAL ABILITIES AND SPECIALTY REQUIREMENTS

• This position will be required to pass a criminal background investigation conducted by the Sheriff's office and a post-offer drug screen.
  
  

Please be clear and specific in the applicable sections of the employment application about how your background is relevant. This information must also be consistent with your supplemental question responses if applicable. Please note: Answers to the supplemental questions are typically evaluated separately from your application.

SUPPLEMENTAL INFORMATION

Next Steps

• Apply today! Instead of submitting a resume, we ask that you 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 Law.
• MQ Review: Human Resources will screen applications for MQs beginning the week after the posting closes.
• Subject Matter Expert Review: Your responses to the supplemental questions will be evaluated and scored by a panel of subject matter experts. Your total score for this examination will affect your placement on the eligible list (a list of candidates eligible for interviews).
• Panel Interview(s): The top scoring candidates (typically the top six to eight (6-8) candidates) will be invited to participate in a panel interview.
• Background Investigation: The selected candidate for this position must be able to pass a thorough background investigation conducted by the Sheriff's Office. This typically takes 6-8 weeks to complete.
• Conditional Offer of Appointment: A conditional offer will be extended; the selected candidate will be required to pass a post-offer drug screen.
• Offer of Appointment: Human Resources will conduct a salary analysis for the successful candidate(s) and extend an offer of appointment.
• Start Date: A start date will be determined after all conditions of employment have been met.
  
  

Our Commitment to You: Washington County values a culture of equity, diverse perspectives, and life experiences. Our organization embraces innovation, collaboration and work-life harmony. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our diverse community. We are an equal opportunity employer with a commitment to diversity and an inclusive workforce. Women, minorities, veterans, and people with disabilities are encouraged to apply.

Veterans' Preference: If you are a veteran and would like to request veterans' preference points for this recruitment, please review the instructions using this link: Veterans' Preference Points(Download PDF reader).

Accommodation under the Americans with Disabilities Act: A reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in the selection process for this recruitment. To obtain confidential assistance, please contact Human Resources at 503-846-8606 or careers@washingtoncountyor.gov least 48 hours before the step(s) of the selection process for which you feel you need an accommodation.

Status of Your Application: You will be advised by e-mail of your status at each step in the application process, from initial application to final employment disposition. If you "opt out" or "unsubscribe" from email notifications from NEOGOV it will impact our ability to communicate with you about this and other recruitments.

Additional Resources: New to GovernmentJobs.com Visit https://www.governmentjobs.com/home/applicationguide for a comprehensive, step-by-step guide on the application process.

For technical support, contact Government Jobs' Live Application Support at 855-524-5627.

Questions (?) Regarding This Recruitment

Email: Laura_Aranda@washingtoncountyor.gov

This is a non-represented position and is not covered by a collective bargaining agreement.

Regular and limited duration full-time employees working 30 hours or more per week and job share employees are eligible for benefits beginning on the first of the month following employment. Job share employees are responsible for 50% of the premium. Part-time regular, variable hour, and temporary positions are not eligible for medical, dental, and vision benefits.

Check Out Our Award-Winning Benefits & Wellness Program!

Benefits

Washington County values your dedication to lead the future of our community through public service. Our total compensation package, which is comprised of more than just your annual salary, was built to show our commitment to the physical and financial health and wellbeing of you and your family. Your total compensation package includes a comprehensive benefits program with medical, dental, and vision coverage at up to 95% employer paid! Other benefits you’ll enjoy as part of your total compensation package include:

• Paid Time Off - 11 paid holidays including one floating holiday, 12 vacation days for new employees (accrual rates increase based on length of service), AND up to 96 hours of sick leave per year (unused sick leave accumulates from year to year without limit to provide pay and security if needed).
• Wellness Program - Washington County has been named one of Oregon’s Healthiest Employers by the Portland Business Journal for the past 7 years. We are proud to receive this award and will continue to make your health and wellbeing a priority by providing resources and support to help you and your family live and work well. Resources include smoking cessation, weight management, and stress management classes (online or telephonic with a personal health coach); discounts on gym memberships, fitness activities, and sports tickets; and Health & Wellness events and onsite flu shot clinics.
• Alternative Care Coverage
• Health Care and Dependent Care Flexible Spending Accounts (FSAs)
• Employee Assistance Program (EAP)
• Life and Disability Insurance (both County-provided and voluntary)
• Oregon Public Employees Retirement System (PERS)
• 457b Deferred Compensation Plan
• Emergency Travel Assistance
• TriMet Hop Card at no cost to the employee
• Bike lockers and repair stations
• A charitable giving program
• Oregon College Savings Plan
  
  

To learn more about our Benefits and Wellness program and view our current benefits guide, plan summaries, and premium rates, click here.

Already have medical, dental, and vision coverage? No problem! Full-time employees who choose to waive medical, dental, and vision coverage will receive a $125 monthly contribution into a tax-free Health Reimbursement Arrangement (HRA) VEBA account, which can be used to reimburse you for qualified out-of-pocket medical care costs, such as copays, deductibles, and prescription drugs. HRA accounts offer many benefits including significant tax savings, and no annual “use it or lose it” requirement. Proof of other creditable coverage is required.

01

Education: Which of the following best describes your highest level of completed education?

• Bachelor's degree or higher
• Associate's degree
• High school diploma or equivalent, such as a GED
• None of the above
  
  

02

Experience: Select your years of professional experience providing administrative or clerical support. Note: - To receive credit, this information should be reflected in the duties of the Work Experience section of your application. - One (1) year of work experience is equivalent to 2080 hours (Ex: 40 hours/week x 52 weeks = 2080 hours

• 3 years' experience or more
• 2 years but less than 3 years of experience
• 1 year but less than 2 years of experience
• Less than 1 year of experience
• No experience
  
  

03

Do you possess a Microsoft Office Specialist (MOS) certification?

• Yes
• No
  
  

04

Select the answer which best represents your computer skills and software knowledge. This includes programs such as Microsoft Office (Word, Excel, Access, and PowerPoint), internet programs and other productivity software. Please use the following definitions when responding to this question

• I have an advanced proficiency with typical office-based computer systems and programs. In addition to using the basic features of such programs I regularly and comfortably use the more advanced and sophisticated features. I can easily navigate the internet to find information
• I have moderate proficiency with typical office-based computer systems and programs. I can use the basic features of such programs to create and update documents and can navigate the internet to find information.
• I have very limited proficiency with typical office-based computer systems and programs. With some guidance I can usually locate the programs I need on the computer and make some progress. I have trouble navigating the internet to find information, though I can often succeed with some persistence.
  
  

05

SUBJECT MATTER EXPERT REVIEW: The following supplemental questionnaire will be used to assist us in determining if you possess the knowledge, skills, and abilities to succeed in this position. Your responses to the questions will be evaluated and scored by a panel of subject matter experts. Your total score for this examination will affect your placement on the eligible list (a list of candidates eligible for interviews). The higher the score, which includes any applicable veterans' preference points, the higher the ranking on the eligible list. Generally, 6 – 8 candidates are referred for each vacancy starting with the top ranked candidates.

Instructions & Helpful Tips

• Answer each question carefully and accurately in the space provided. Your responses should reflect what is documented in the education and work experience sections of your employment application.
• Make sure your responses are clear, concise, and complete.
• If a question consists of multiple parts, answer each part separately.
• Provide examples! Examples should be relevant to this position and question, and can be from your formal education, work experience (paid, internship, volunteer), and/or training, unless otherwise indicated in the question.
• When describing a process or procedure, make sure to clearly describe your duties and responsibilities.
• Minimize the use of jargon, abbreviations, and acronyms.
• Each question is scored separately, so do not combine answers or refer to your answer from a different question.
• Before submitting your application, use a word processor, such as Microsoft Word or Google docs, to check for grammar and spelling.
  
  

By selecting yes below, you are indicating that you have read and understood the information provided, and agree to the above instructions.

If you have any questions, please contact the assigned Talent Acquisition Business Partner or email Careers@washingtoncountyor.gov.

• Yes
  
  

06

Please describe your experience managing confidential and sensitive information. How do you ensure that sensitive information is kept confidential?

07

Please describe what skills and/or abilities will you bring to the team if you were selected for this position.

• Required Question