Administrative Assistant

Job Title

Marion County requires on-site work. Remote work is not available.

Typical Duties

Duties include, but are not limited to the following:

• Lead worker for the administrative section.
• Provides executive-level support to the Assessor, Chief Deputy Assessor or Administrative Services Manager.
• Performs extensive and complicated statistical and legal research on technical or administrative issues with department-wide impact; develops reports, summaries and recommendations based on research.
• Acts as resource on administrative issues, including employee actions and compliance with county policies and procedures.
• Oversees maintenance of departmental archives.
• Acts as liaison between department and Human Resources and Finance.
• Reports to and receives assignments directly from the Administrative Services Manager.
• Exercises significant initiative, self-direction, confidentiality and sound judgement in performing job functions.
• Provides input on performance or behavioral issues in the administrative section and provides input for employee evaluations.
• Oversees, reviews, and delegates tasks to subordinate staff within the administrative section.
• Schedules and coordinates section work coverage, and is responsible for assigning, organizing, planning and reviewing work assignments.
• Provides guidance and technical expertise in daily activities and acts as a resource on difficult points of procedure.
• Maintains responsibility for training staff and provides backup to support staff as needed.
• Manages and monitors the Veteran's Exemption, Active Military Service Member, Surviving Spouse of a Public Safety Officer, and Senior Deferral programs including processing new applications; explains program requirements to citizens at the counter by phone or by written correspondence.
• Performs or delegates data entry, scanning, filing and archiving assignments.
• Creates and maintains written procedures and training/resource handbooks.
• Processes accounts payable, including the creation of requisitions and purchase orders.
• Assists in finally closing purchase orders at end of fiscal year.
• Resolves discrepancies and acts as department liaison with Financial Services regarding accounts payable policies and procedures.
• Coordinates with vendors to keep accounts accurate and current.
• Provides information and assistance to customers by phone or at the counter on matters related to assessment and taxation utilizing A&T computer database.
• Directs customers to appropriate authority as needed.
• Monitors continuing education requirements for appraisers and management staff.
• Develops and maintains a spreadsheet to record each employee's continuing education credits.
• Distributes notices of future training sessions and registers staff accordingly.
• Distributes credit standings and requirements to management for periodic review.
• Creates and maintains training files for all employees in compliance with ORS regulations.
• Registers staff with the State's ACED program.
• Acts as liaison to Department of Revenue on training issues and opportunities.
• Provides confidential, executive-level clerical support to Assessor, Chief Deputy Assessor or Administrative Services Manager.
• Performs research, develops and maintains various spreadsheets, composes correspondence and prepares documentation in the proper format for review and approval by the Board of Commissioners.
• With guidance from Administrative Services Manager, writes or updates administrative procedures. Records and distributes minutes from meetings as requested.
• Coordinates conference, meeting and training room reservations for meetings or vendor demonstrations.
• Assists Administrative Services Manager with recruitment process.
• Acts as primary initial interview facilitator for department and is responsible for training additional staff in the interview process.
• Participates in interview committees and makes hiring recommendations along with other committee members.
• Assists with the development and distribution of interview packets; processes paperwork associated with the interview and hiring process.
• Updates all employee listings (phone, section, vehicle information, flex schedule, emergency contact, emergency roll roster, etc.) as needed subsequent to changes in staffing.
• Maintains and updates information included in department New Employee Handbook for new hires.
• Prepares monthly performance evaluation reports for distribution to management; generates personnel action forms.
• Inputs new or changed employee data into Oracle HR database.
• Scans confidential personnel forms into Laserfiche.
• Copies and distributes completed employee performance evaluations to Human Resources, personnel file and staff.
• Acts as back-up to Administrative Services Manager in processing employment termination paperwork and final pay requests.
• Acts as back-up to manufactured structures section in completing tax certification forms for the public.
• Backs up Administrative Services Manager on the Suppressed Ownership program.
• Reviews data input in ORCATS for manufactured structures section lead and assists in creating procedures and forms.
• Acts as primary department contact for general office supply ordering.
• Maintains responsibility for the archiving needs of the department in accordance with ORS 192 and 357, and OAR Chapter 166.
• Tracks and monitors new and proposed legislation affecting the work processes in the Assessor's and Tax offices.
• Coordinates the periodic surplus run for department with the county Property Specialist.
• With general oversight from Administrative Services Manager, audits and reviews annual budgets from taxing districts for accuracy and completeness.
• Maintains district budget spreadsheets. Inputs and verifies special assessments for local taxing districts.
• Acts as Web Master for Assessor's office; responds to citizen inquiries via the county internet website and forwards inquiries or requests to appropriate staff as needed.
• Monitors the maintenance of employee payroll records.
• Reviews payroll entries with payroll clerk for accuracy; corrects time reporting errors.
• Acts as back-up for time entry in absence of payroll clerk.
• Remains current on training and procedures for time entry and applies county personnel policies and procedures related to payroll.
• Monitors the completion of partition and subdivision plats.
• Oversees the correct processing and distribution of incoming/outgoing mail for department.
• Provides assistance and back-up support during absences, or when necessary to ensure timely distribution.
• Initiates county Information Technology and Facilities work order requests for issues having no financial impact on department.
• Initiates electronic key card access or changes for staff as needed.
• Acts as department contact for photocopier repairs and meter readings.
• Attends meetings as required or requested.
• Attends training opportunities to enhance or improve job skills and knowledge, or as required to remain current on software use or business practices and procedures.
• Performs other duties as assigned.

Requirements for the Position

Experience and training:

1. Graduation from high school, or equivalent; AND
2. Four years of progressively responsible experience in an office environment in a liaison or coordinating role; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

Preferences:

• Supplemental course work in business administration, accounting, computer programs or a closely related field.

Special requirements:

• The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• This position is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, 8:00 am - 5:00 pm, with flexibility depending upon department and program needs.

Knowledge, skills, and abilities:

• Considerable knowledge of administrative procedures and the ability to apply those principles; office equipment, computer equipment and programs, and demonstrated skill in their use; office record keeping procedures and accounting principles; laws and regulations as they pertain to the position. Ability to effectively coordinate the work of support positions; communicate effectively in both verbal and written form; maintain effective working relationships with coworkers, administrative employees from a variety of agencies, and the public.

Public Service Loan Forgiveness