Office Specialist - Sheriff's Office Reception

Position: Office Specialist 2 - Sheriff's Office Reception

Office Specialist 2 – Sheriff's Office Reception

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

The Marion County Sheriff’s Office is seeking an Office Specialist 2 to join our team. As part of the Operations Division, this position is the first point of contact for visitors and callers to our Administrative Office. We want people to feel welcome and to receive exceptional customer service. The ideal candidate will have excellent communication skills, be service‑oriented, and have a strong desire to work as part of a team.

General

Statement of Duties

Independently performs a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures, and performs related work as required.

Supervision Received

Works under the general supervision of a Sheriff's Office supervisor or manager who assigns work, sets goals and reviews work for accuracy, completeness, and compliance with office policies, goals, and objectives.

Supervision Exercised

Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to office staff and may exercise lead responsibility as directed.

Typical Duties

Public Assistance

• Acts as the primary receptionist for the front counter of the Sheriff’s Office Administration. Answers multi-line telephone system, screens and distributes calls and messages as needed. Maintains knowledge of sheriff’s office divisions/sections and county departments and services (specifically administration and enforcement) essential to determine how to route calls. Assists general public and other departments/agencies and other staff as needed via phone and in person.
• Conducts vehicle impound releases, takes in civil processes and other documents from the general public. Schedules concealed handgun license appointments; checks applications for completeness and ensures applicants paperwork and required documents are in order.

Data Entry/Computer Work

• Maintains working knowledge of department computer systems and the ability to enter and view all systems. Keeps computer skills current and up to date.
• Receives and maintains inquiry and LEDS (Law Enforcement Data System) certification as required. Conducts criminal history inquiries through LEDS/NCIC, validates restraining orders and stalking protective orders.
• Maintains computer knowledge and skill in:
  Sheriff Records Management System, Laserfiche/Imaging, Oregon E-Court, civil database, Group Wise, and MS Office to include MS Word, Excel.
• Creates letters/correspondence, forms, spreadsheets, etc. as needed.
• Conducts background checks on special permits and events, and local records checks for other agencies or entities as necessary.
• Scans incident reports into imaging system; provides copies of reports that are releasable to the general public; collects fees for reports.
• Acts as primary backup for the Alarm program.

Other Duties

• Provides backup coverage to other office areas and clerical support for administration and other staff when necessary.
• Performs other duties as assigned.

Requirements for the Position Experience and Training

• Graduation from high school, 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.

Necessary

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 assignment is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical
  
  Work Schedule:
  
  Monday through Friday, 8:00 a.m. – 5:00 p.m., with flexibility depending upon the needs of the department and program.

Knowledge, Skills, and Abilities

Knowledge of office practices, procedures and techniques; math and general record keeping/bookkeeping practices; office equipment and machinery and their intended use; a variety of computer systems and software; business grammar and spelling.

Skills and abilities

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