Bilingual Office Specialist 2 - Alternative Programs - Front Desk - Juvenile Department at Marion County – Salem, Oregon

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.

This position provides services to monolingual Spanish-speaking individuals; therefore, fluent bilingual Spanish/English skills are required.

• Greets and directs clients and others in a courteous and professional manner, in person and on the phone; notifies appropriate staff of customer arrival or calls.
• Answers all incoming phone calls; routes the call to the appropriate staff person, refers to the staff person's voice messaging, or takes a message.
• Ability to speak, read and write English and Spanish fluently. Translate documents and forms as needed.
• Inputs and/or accesses information from computer-based applications related to case assignment, service delivery, completion of services and/or recording statistical data. Tracks clients crew placement, changes in crew placement and enters information and changes in the CRIS program.
• Inputs all wood sale information into Quickbooks, which includes sending letters to customers and receiving all wood delivery phone orders.
• Schedule and coordinate with staff the wood sale deliveries based on location of delivery, amount of delivery and other delivery criteria.
• Process incoming CRIS referrals. Co-ordinate scheduling of youth with probation officers and enter information into CRIS for Community Service.
• File documents and maintains organized, orderly files related to operation of the Program. Maintains meeting room calendar, posting web documents.
• Creates correspondence as well as computerized forms and reports. Update program manual as needed. Create and send out donation letters.
• Prepares outgoing mail for pickup and distributes incoming mail in a timely manner.
• Maintains supplies and needed forms, and performs related tasks as requested.
• Send approved invoices to administration for payment.
• Aids in maintaining department security by checking visitor’s identification before entry into secured areas and keep security officers/deputies notified of security issues.
• Complies with county, department, and unit policies, procedures, and protocol; understands and complies with unit professional ethics.
• Daily and ongoing activities include responsible for tracking Alternative Programs meal counts, P-Card and Winco card check-out.
• Backup for department front desks when needed.
• Backup for additional department specialist in Alternative Programs. Includes processing CRIS referrals for Matrix, Fuel and Market and the processing of the youth’s stipend checks and restitution payments.
• Assists other staff in the use of Excel and/or Word.
• Uses modern office equipment skillfully - computer, fax, document scanner, typewriter, telephone, copy machine.
• Maintain office equipment (e.g. replace toner, keeps computer clean).
• Participates actively with team and work groups; attends team meetings.
• Maintain Blood borne, CPR, First Aid and other mandatory trainings.
• Complete the County’s Cash Handling training within 60 days of employment.
• Provides basic information to clients and other customers regarding the Program.
• Participates in ongoing professional development via training seminars.
• Maintains desk manual for Alternative Programs support desks.
• Other duties as assigned by your supervisor.

EXPERIENCE AND TRAINING

1. High school diploma or equivalent; AND
2. One year of general office experience; OR
3. 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 and written Standardized Spanish/English Fluency Assessment as part of the hiring process.
• 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 - Friday, with flexibility depending upon the needs of the department.

KNOWLEDGE, SKILLS, AND ABILITIES
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 REQUIREMENTS
Stands; sits; moves about the work area; bends forward; climbs stairs; reaches overhead; lifts, pushes, pulls and carries items weighing up to 25 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12-pt. font; sees using depth perception; hears a normal and whispered speech level; exposed to wet areas when walking to other buildings; exposure to office chemicals; possible risk of exposure to OSHA Blood/Body Fluid.