Marion County, OR
Bilingual Office Specialist 2 - Temporary - Health and Human Services
Marion County, OR, Salem, OR, United States
Salary: $20.86 - $27.91 Hourly
Location : Salem, OR
Job Type: Full-time Temporary
Job Number: T011-2024-7
Department: Health and Human Services
Division: HHS - HS - Residential and Support Svcs
Opening Date: 11/11/2024
Closing Date: 11/25/2024 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: 06
Marion County requires on-site work. Remote work is not available.
GENERAL STATEMENT OF DUTIES
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures.
SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.
SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.
Typical Duties - Duties include, but are not limited to the following
This position provides services to monolingual Spanish-speaking clients; therefore, fluent bilingual Spanish/English skills are required.
Reception/General Office Support:
Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.
Requirements for the Position
EXPERIENCE AND TRAINING
SPECIAL REQUIREMENTS
Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar.
Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.
PHYSICAL REQUIREMENTSOperates a motor vehicle; sits up to 30 minutes at a time; stands; moves about the work area; bends forward; stoop position; reaches overhead; may crawl on hands and knees; climbs stairs; lifts up to 10 lbs.; pushes and pulls up to 10 lbs.; moves carts weighing up to 10 lbs.; carries items weighing up to 10 lbs.; keyboard operation; rapid-mental/hand/eye coordination; speaks in clear and audible voice; reads at 12 point font; depth perception; ability to hear at a normal level; may have exposure to chemicals (cleaning) and dust.
PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.
VETERANS' PREFERENCE
Applicants are eligible to use Veterans' Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.
VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.
DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE
You can request copies of your military service record through the National Archives website at
Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.
Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.
Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, For a complete and detailed overview of the MCEA benefits package, , and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.
Salary and benefits are subject to union contract negotiations and may change as a result.
01
To receive credit for your supplemental questions, your answers must be supported by details in the education and/or work experience section of your application form. "See resume" is not an acceptable answer. Do you understand this statement?
02
Do you have a high school diploma or equivalent?
03
Please indicate your length of experience using your current and/or previous work experience where your primary work duties were providing clerical support. Answer must reflect in the work experience of your application. One year of experience is equal to 2,080 hours.
04
Select the computer software which you are proficient with and have at least 1 year of full-time work experience. One year of work experience is equal to 2,080 hours.
05
Select the items with which you have at least 1-year full-time work experience. Answers must be supported by work experience listed on application. One year of work experience is equal to 2,080 hours.
06
Please describe how your skills and work experience will benefit our program in this Office Specialist 2 role.
Required Question
Location : Salem, OR
Job Type: Full-time Temporary
Job Number: T011-2024-7
Department: Health and Human Services
Division: HHS - HS - Residential and Support Svcs
Opening Date: 11/11/2024
Closing Date: 11/25/2024 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: 06
Marion County requires on-site work. Remote work is not available.
GENERAL STATEMENT OF DUTIES
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures.
SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.
SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.
Typical Duties - Duties include, but are not limited to the following
This position provides services to monolingual Spanish-speaking clients; therefore, fluent bilingual Spanish/English skills are required.
Reception/General Office Support:
- Provides administrative support and assistance to Residential and Housing Support Services (RSS) programs, including basic knowledge of RSS programs with ability to assist with inquiries from the public or internal customers.
- Provide verbal interpreting assistance to Spanish-speaking individuals in person and on the phone.
- Assist with document translation using translating software and proofreading.
- Greet, direct and screen in person customers/public requesting housing services. Provide information relating to services offered by county and outside agencies. Provide forms and instruction as needed.
- Assist with UniteUS kiosk in lobby.
- Monitors and respond to emails sent to main housing email group. Provide information relating to services offered by county and outside agencies. Provide forms and instruction as needed.
- Answer incoming phone calls to main housing number and triage as needed.
- Reserve conference rooms as requested.
- Schedule team meetings, prepare agendas, and take meeting minutes for teams.
- Support for Ready to Rent classes including making copies of handouts and curriculum and assisting with registration processes.
- Photocopying and faxing as requested.
- Sort and route mail/paperwork to appropriate staff and departments.
- Assist with supply stocking and organization. Work with OS3 to notify when supplies are low.
- Generate reports as needed for Program Supervisor and Clinical Supervisor.
- Utilizes Microsoft Outlook, Word, Excel, Dr. Cloud, and other software programs to carry out duties assigned by supervisor.
- Paper records filing in client binders and electronic filing for Horizon House
- Upkeep and organization for electronic client files
- Organizing and making copies for work groups
- Maintaining electronic MARS forms
- Faxes (sending and dispersing)
- Requesting orders from doctor offices
- Managing ROIs (new and expiring)
- Proofing Policy & Procedure documents for consistent spacing and fonts
- Attending and taking meeting minutes for monthly staff meetings
Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.
Requirements for the Position
EXPERIENCE AND TRAINING
- High school diploma or equivalent; AND
- One year of general office experience; OR
- Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.
SPECIAL REQUIREMENTS
- This position provides services to monolingual Spanish-speaking individuals; therefore, fluent bilingual Spanish/English skills are required. An additional 5% will be added to the hourly wage as compensation for this skill. Finalist will be required to pass a verbal Standardized Spanish/English Fluency Assessment as part of the hiring process.
- Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at:
- The finalist for this position will be required to pass a criminal history background check, including finger printing; however, conviction of a crime may not necessarily disqualify an individual for this position.
- This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
- This assignment is represented by a union.
- This is a full-time temporary position, which is eligible for overtime.
- Typical Work Schedule: Varies and depend upon the needs of the department.
Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar.
Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.
PHYSICAL REQUIREMENTSOperates a motor vehicle; sits up to 30 minutes at a time; stands; moves about the work area; bends forward; stoop position; reaches overhead; may crawl on hands and knees; climbs stairs; lifts up to 10 lbs.; pushes and pulls up to 10 lbs.; moves carts weighing up to 10 lbs.; carries items weighing up to 10 lbs.; keyboard operation; rapid-mental/hand/eye coordination; speaks in clear and audible voice; reads at 12 point font; depth perception; ability to hear at a normal level; may have exposure to chemicals (cleaning) and dust.
PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.
VETERANS' PREFERENCE
Applicants are eligible to use Veterans' Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.
VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.
DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE
- One of the following:
- MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
- Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
- Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
- In addition to one of the above documents, Disabled Veterans must also submit one of the following:
- A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
- Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
You can request copies of your military service record through the National Archives website at
Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.
Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.
Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, For a complete and detailed overview of the MCEA benefits package, , and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.
Salary and benefits are subject to union contract negotiations and may change as a result.
01
To receive credit for your supplemental questions, your answers must be supported by details in the education and/or work experience section of your application form. "See resume" is not an acceptable answer. Do you understand this statement?
- Yes
- No
02
Do you have a high school diploma or equivalent?
- Yes
- No
03
Please indicate your length of experience using your current and/or previous work experience where your primary work duties were providing clerical support. Answer must reflect in the work experience of your application. One year of experience is equal to 2,080 hours.
- Less than 1 year
- 1 year to less than 3 years
- 3 years to less than 5 years
- 5 years or more
- None of the above
04
Select the computer software which you are proficient with and have at least 1 year of full-time work experience. One year of work experience is equal to 2,080 hours.
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Adobe Pro
05
Select the items with which you have at least 1-year full-time work experience. Answers must be supported by work experience listed on application. One year of work experience is equal to 2,080 hours.
- a. Working with confidential and sensitive material
- b. Providing administrative/clerical support in an office setting
- c. Electronic Health Record (EHR) experience
- d. Maintaining electronic files
- e. Scanning paper files into an electronic system
- f. Creating and/or editing spreadsheets in Microsoft Excel
- g. Creating and/or editing documents in Microsoft Word or Adobe Pro
- h. Coordinating calendars and scheduling meetings
- None of the above
06
Please describe how your skills and work experience will benefit our program in this Office Specialist 2 role.
Required Question