Administrative Assistant​/Office Manager

Linn County General Services ADMINISTRATIVE ASSISTANT / OFFICE MANAGER 3

Linn County General Services
330 Third Avenue SW Albany, Oregon 97321  gsfrontn.or.us

JOB ANNOUNCEMENT

ORIGINAL POSTING DATE:
August 12, 2026

Full-Time, 37.5 hours per week, Monday - Friday

POSITION SUMMARY:

Linn County General Services is seeking an experienced Administrative Assistant/Office Manager 3 to support the General Services Department. This professional-level position involves coordinating daily front office operations, working with budget and financial administration, human resources, assisting in contracts, and departmental procedures. The ideal candidate will excel in helping the team with administrative tasks, handling confidential information, and working closely with various stakeholders.

This role is crucial for ensuring efficient departmental front office operations.

• Extensive knowledge of office management practices.
• Strong organizational and time-management skills to handle multiple projects and deadlines.
• Ability to independently complete complex tasks with minimal supervision.
• Skills to analyze information, identify issues, and create effective solutions.
• Competence in preparing clear and accurate correspondence, reports, and documents.
• Ability to maintain precise financial and administrative records.
• Experience in supervising and evaluating staff.
• Excellent written and verbal communication skills, along with discretion in handling confidential information.
• Capability to build effective working relationships with various stakeholders.

The following duties represent the primary responsibilities of this position. Specific assignments may change based on departmental needs.

• Manage and coordinate the daily administrative operations of the General Services office.
• Plan, assign, coordinate, and review the work of assigned staff and coordinate workflow.
• Provide administrative support to the Department Director and management team.
• Develop, update, and maintain departmental forms, procedures, records, and administrative systems.
• Prepare, edit, and distribute correspondence, reports, memoranda, presentations, and other documents.

• Assist the Department Director with preparation of the annual operating budget.
• Monitor departmental expenditures and maintain appropriate expenditure controls.
• Prepare and process invoices, vouchers, purchase orders, and other financial documents.
• Review financial reports generated by the County Accounting Office and identify and submit corrections as needed.
• Assist with purchasing accounts payable, accounts receivable, and other fiscal activities.
• Coordinate human resources activities for the department in accordance with County policies and applicable employment requirements.
• Assist with recruitment, interviewing, selection, onboarding, and orientation of employees.
• Maintain personnel records, attendance records, and related documentation.
• Prepare personnel action forms and other required employment documents.
• Coordinate employee leave, workers' compensation, injury/accident reporting, and other personnel processes as assigned.
• Assist supervisors and management with employee performance, workplace concerns, policies, and procedures.
• Assist with development, administration, and monitoring of departmental contracts and agreements.
• Monitor contractor and subcontractor compliance with contract requirements.
• Assemble data and prepare reports, recommendations, and other information for management.

• Manage and maintain assigned departmental technical and administrative systems.
• Maintain accurate electronic records and databases. Use Microsoft Office and other County software systems to prepare documents, spreadsheets, reports, and financial information.
• Assist with department website content and other electronic information systems as assigned.
• Evaluate administrative processes and recommend improvements to increase efficiency and effectiveness.

Perform other duties as assigned.

An Associate's Degree in Business Administration or a related field with major coursework in budgeting, computerized accounting systems, human resources, project management, or a related discipline and at least four years of progressively responsible office management experience in a high-level professional office environment, including experience with staff supervision, financial or budget administration, project management, and basic human resources operations.

Any satisfactory equivalent combination of education, training, and experience that demonstrates the ability to successfully perform the duties of the position.

Possession of a valid Oregon Driver's License and an acceptable driving record is required.

Work is generally performed in an office environment under typical office working conditions.

The position requires frequent…