JOB INTRODUCTION

Clackamas County’s Transportation Division is seeking a full-time Office Specialist 2 to join their team. The most successful applicants will be highly experienced in providing a high caliber of customer service to a multitude of internal and external stakeholders. Incumbents should have a demonstrated ability to exercise professionalism and tact, effective listening skills, problem solving skills and demonstrate the ability to maintain composure in potentially stressful situations. In this role you will often be the first point of contact for the Division and therefore you will be responsible for directing calls to the appropriate people and providing information to the general public. This position plays an integral role in providing a good customer experience and in supporting management.

THE IDEAL CANDIDATE FOR THIS POSITION WILL EMBODY:

Embodies “SPIRIT” by demonstrating a commitment to the Clackamas County core values of Service, Professionalism, Integrity, Respect, Individual Accountability, and Trust in their work.

Builds Relationships by sustaining cooperative working relationships with internal and external customers, partners and stakeholders.

Commits to Teamwork and Collaboration through team unity by working effectively towards a shared goal, encourages sharing of information, productive problem solving and putting team success first.

Demonstrates Excellent Customer Service by anticipating, assessing, and responding effectively to the needs of the public and management.

Seeks to Problem Solve by using critical thinking and analytical skills and bringing a solution-focused approach to address challenging or difficult solutions.

Engages in Self-Management as evidenced by the individual’s ability to work independently, demonstrate dependability, flexibility, responsibility, accountability and the ability to develop strategies to effectively prioritize tasks of one’s work

Required Minimum Qualifications/ Transferrable Skills:*

At least three (3) years of increasingly responsible clerical office experience, including data entry, reception and document processing

At least three (3) years of experience providing customer service over the phone and in person

At least one (1) year of experience in positions that required strong organizational skills

At least one (1) year of experience establishing priorities and managing workload with minimal supervision

Familiarity with financial systems such as accounts payable and receivable

Experience answering a multi-line phone and voicemail system

At least one (1) year of experience multi-tasking

Intermediate proficiency with Microsoft Excel software

Strong data entry skills with a high level of accuracy

Strong verbal and written communication skills

Strong interpersonal skills that translate into all of the following:

Ability to handle a wide range of situations and circumstances effectively, positively, and professionally and to maintain composure in difficult, stressful and quickly changing situations

Exercising tact, good judgment, patience, and diplomacy, especially while working with the public

Effective research and problem solving skills

Collaborative, team-oriented approach to work

Ability to be flexible, self-motivated and work independently

Driving may be necessary for County business; incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. Learn More About the County's Driving & Vehicle Policy

Preferred Special Qualifications/ Transferrable Skills:*

Experience using and reading maps (paper and electronic) to locate mile points and intersections

Intermediate proficiency with Microsoft Word software

Knowledge of County road systems

Experience using access database systems

Previous dispatch experience

Experience in the accounting field; accounts payable, accounts receivable, contract management

*For Veterans qualified for Veteran’s Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

RESPONSIBILITIES

Receives, transfers or refers calls to appropriate sources; provides complex or technical information which requires the interpretation of office or program policies and procedures in order to facilitate office operations or assist the general public; schedules appointments for clients with appropriate staff member(s); meets and greets the general public and/or clients and directs individuals to appropriate staff; checks in and processes clients in preparation for appointments; makes outgoing calls related to services or appointments; processes transactions, computes or verifies data, fees, or payments; determines when to refer members of public or clients with varying temperaments to appropriate staff member(s) for assistance.

Processes, enters, and examines complex or technical materials such as legal forms, formal documents, payment vouchers, purchase orders and records where specific procedural requirements are complex, and where accuracy and effectiveness are critical; interprets data for proper input to program formats; determines necessary changes to data gathered or entered; may perform duties or functions of a sensitive or confidential nature.

Composes routine correspondence and proofreads/edits document for grammar, clarity, punctuation and spelling without altering author's intent; updates and maintains spreadsheets, databases, and reports; tracks and logs data for the department, division, and or employees; returns documents to originating person for editing or approval.

Maintains filing and record systems with a variety of subject matter to provide easy access to records and information; provides retention of records as needed and/or requested; assists with record requests as needed; consults with supervisor as to nature of data requested

Monitors and documents information and data in accordance with program requirements; posts records and makes adjustments or corrections to records as needed; maintains data and fiscal information for budgeting and billing purposes; examines and edits data for completeness and accuracy; corrects error in math, names, addresses, and other input data; interprets data for proper input to program formats; proofreads reports to verify accuracy of input.

Provides assistance scheduling and setting up conference rooms for meetings and events.

In consultation with supervisor, monitors and prioritizes projects and assignments; makes work assignments, trains employees, checks completed work and provides backup support to staff when needed; reports operating problems to supervisor.

May interpret program procedures and guidelines, facilitate operations, and/or assist in the training of staff when working with public, clients, and other departmental personnel or staff of other businesses.

Effectively operates complex equipment and office machinery in the office; serves as departmental liaison with service and vendor personnel when problems occur; reconciles routine problems by consulting technical manuals.

Trains staff related to duties in assigned areas; performs special projects as assigned.

QUALIFICATIONS

Considerable Knowledge of:

Accepted office practices, procedures and techniques; Basic English composition, spelling, grammar and punctuation; arithmetic, clerical/accounting principles and processes.

Some Knowledge of:

Techniques of supervision and training; concepts and techniques of prioritizing, organizing work; applicable program policies and procedures and/or rules, regulations and statutes depending upon assignment of duties and responsibilities.

Working Knowledge of:

Office equipment, including computers and software programs and their functions/capabilities.

Skill to:

Independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies; establish and maintain effective working relationships with the public, staff, clients, and other personnel of other businesses in a courteous, professional manner; communicate effectively, both orally and in writing; effectively accomplish a variety of duties with competing priorities; apply related principles, policies and procedures to specific work assignments; skillfully operate office equipment and computer software; type at a speed necessary for successful job performance; teach other staff particular work assignments and the operation of office equipment.

WORKING CONDITIONS

Work is performed in a front office/lobby setting requiring regular focus on a computer screen; answering phones; providing customer service both in person and over the phone; daily standing and/or sitting for prolonged periods of time; subject to frequent interruptions.

WORK SCHEDULE

This position is included in the County’s alternate workweek program, working 40 hours during a standard workweek of Monday through Thursday (Fridays off). Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.