8402 - Administrative Assistant Ii (Health & Human Services)

Job Description

Pre-Employment Requirements and/or Preferences

• Submit transcripts, if using college education to meet educational minimum requirements.
• Pass a criminal background check prior to hire.
• Submit an acceptable DMV certified court print prior to hire. Click on the following link to review Jackson County's requirements for an acceptable driving record (Download PDF reader).
• Pass a pre-employment drug screen, which includes screening for Marijuana. Click on the link to review Jackson County's Drug-Free Workplace Policy (Download PDF reader).
• The is a non-represented position. (Management/Confidential)

Job Duties and Requirements

I. Position Summary

Performs secretarial functions and administrative duties to contribute to efficient office operations within the department; performs clerical, budgeting, personnel and coordinating functions requiring a comprehensive understanding of the administrative and technical operations of a department; and, provides administrative support and performs office management duties for an elected official or other senior management position.

II. Supervision Exercised

May act as a supervisor or a lead to various classifications.

III. Examples of Essential Position Duties

• Coordinates the office operations, providing confidential secretarial support to a department director or manager
• Provides staff assistance in operations, administration, organization, and budget monitoring of a department or division. Coordinates the scheduling of major activities and the work flow to accomplish operating objectives. Establishes office systems and procedures.
• Oversees or performs purchasing, accounting, inventory control, and budget monitoring functions to assist in providing fiscal accountability; assists in budget preparation; monitors departmental expenditures, processing and reconciling billings, purchase orders, revenues, and deposits; uses established polices, methods and procedures to purchases supplies, materials, or equipment; assures that appropriate fiscal records and reports are prepared.
• Independently researches, collects, analyzes, and interprets statistical and other data from varied sources; prepares written and summary reports and makes recommendations regarding their feasibility based on studies, surveys, and analyses.
• Assists in personnel administration functions by maintaining personnel records, preparing time cards and payroll records; may assist in recruitment, hiring and training of office, technical or professional staff.
• Establishes, maintains and updates detailed records, files, lists, and logs on computerized and manual recordkeeping systems to assure accurate and reliable statistical reports; verifies and inputs data specific to area of assignment; searches files and records for readily identifiable information as directed.
• Screens incoming calls, mail and visitors, prioritizing relative importance of each. Provides detailed information regarding established department services or processes within scope of authority. Responds to complex inquiries, concerns, and complaints regarding services provided, or refers to appropriate individual.
• Prepares correspondence, documents, grants, minutes, forms, files, reports and other written documentation; may review and process legal documents such as contracts, agreements, bids and petitions.
• Serves as a secretary to boards, hearings, and councils; prepares notices, agendas and supporting materials; takes and transcribes minutes from handwritten, printed copy, shorthand notes or from dictating equipment; prepares and distributes final minutes and reports; conducts follow-up assignments as necessary, including project research and personnel matters.
• In accordance with the County's policies, applicable collective bargaining agreements and laws, may organize and supervise the work of assigned employees; may provide training for subordinates and review work performance; may evaluate work performance and effectively recommend the hiring, discipline, transfer and termination of subordinate employees.
• Acts as a liaison with other departments and outside agencies to coordinate activities as directed.
• Adheres to County and departmental policies and procedures as well as safe work practices, policies and procedures.
• Develops and maintains effective working relationships with other staff, public officials, the general public and representatives of other agencies.
• Attends and participates in required trainings.
• Has regular and reliable attendance.
• Overtime, as well as working irregular hours, may be required.
• Performs other related duties as assigned.

• Thorough knowledge of secretarial and office practices, procedures and equipment.
• Thorough knowledge of and ability to use business English, including composition, spelling, grammar, punctuation and letter format.
• Thorough knowledge of departmental and County office functions and procedures and ability to apply and explain them in detail as required in performing duties.
• Knowledge of principles and practices of secretarial and office management, work organization, budgeting practices bookkeeping and office systems.
• Knowledge of and ability to interpret, apply and explain County and department documents policies, and procedures and legal requirements applicable to area of assignment.
• Knowledge of basic math, including the ability to add, subtract, multiply and divide accurately.
• Knowledge of modern supervisory principles and practices.
• Skill in operating standard office equipment such as typewriter, computer terminal, word processor, transcriber, calculator and photocopier.
• Excellent oral communications skills to explain policies, regulations, and procedures and to work effectively with other employees, agencies and the general public using courtesy, tact and good judgment.
• Ability to work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.
• Ability to plan, organize, schedule, and coordinate office operations and the work of assigned staff.
• Ability to analyze and make decisions and judgments relating to area of responsibility.
• Ability to prepare effective written reports, correspondence, memoranda, policies and other written documents.
• Ability to set work priorities and direct, guide, motivate and evaluate the work of assigned subordinates.
• Ability to establish and maintain filing and recordkeeping systems.
• Ability to maintain the confidentiality of sensitive and confidential materials.
• Ability to type at level required for specific position and may require the ability to take shorthand.

V. Minimum Requirements (Performance of the essential duties of this position includes the following requirements, physical demands and/or working conditions)

Education and Experience

High school diploma or GED AND one year of vocational training or college courses in business, office administration or related field, AND three years of progressively responsible secretarial and/or office administration experience, which includes bookkeeping, program budgeting and personnel administration and lead worker responsibilities, preferably in the area of assignment; OR

Any combination of education and experience which provides the applicant with the desired skills, knowledge, and ability required to perform the job.
Licenses, Certificates and Other

• Valid Oregon State Driver's License with acceptable driving record required for some positions.
• Notary Public may be required for some positions.

Working Environments
Work is performed in an office environment and may include exposure to disruptive people.

VI. Additional Information
This classification description is not intended to be an exhaustive list of duties, knowledge, skills, abilities, or requirements, as any one position in this classification may be assigned some or all of these duties, in addition to other duties not explicitly listed here. The various duties, responsibilities and/or assignments of this position may be unevenly balanced and change from time to time based upon matters such as, but not limited to, variations in the shift, work demands, seasons, service levels and management's decisions on how to best allocate department resources. Any shift, emphasis or rebalancing of these assigned duties, responsibilities and/or assignments does not constitute a change in the job classification.

Equal Opportunity Employer

JACKSON COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Jackson County does not discriminate on the basis of race, religion, color, sex, age, national origin or disability. Women, minorities and the disabled are encouraged to apply. Upon request, special accommodations and/or assistance will be gladly provided for any applicant with sensory or non-sensory impairments. Because of the Immigration Reform Act of 1986, persons hired by the County must be able to present acceptable documents verifying identity and authorization to work in the United States. For a copy of Jackson County's Equal Employment Opportunity Plan, visit our web site at www.jacksoncountyor.gov or call 541-774-6036.

Jackson County Benefit Summary - Management/Confidential Employee
Jackson County provides an excellent, generous and comprehensive benefits package for eligible employees and their dependents, as applicable.
This overview provides highlights of the comprehensive benefits package Jackson County management/confidential employees receive. If any statement conflicts with the applicable plan documents, Codified Ordinance, and/or Jackson County policies, the applicable documents will govern.
Insurance
Health Insurance – As of July 1, 2023 Regular full-time employees and their eligible dependents receive medical insurance, including prescription and chiropractic, dental, and vision coverage at a cost to the employee of $22.82 per paycheck ($49.45 per month) toward the monthly composite premium. Regular full-time employees may not waive coverage. Regular part-time employees may enroll in the full plan, with a prorated composite premium depending on their full-time equivalent (FTE), or may elect to waive benefits. Coverage begins on the first of the month following an employee’s date of hire.
Hinge – Provided through Regence, Hinge is an online virtual Physical Therapy benefit for all employees and their dependents enrolled in the health insurance plan. This online virtual service will work around your schedule in the comfort of your own home, and there is no cost to the employee.
Wellness Center by CareATC – In addition to health insurance, certain primary care medical services, lab services, and prescription medications are offered at no out-of-pocket cost for the employee who is enrolled in the County’s health insurance plan, and their eligible dependents at the wellness center.
Group Life Insurance and Accidental Death and Dismemberment – Fully funded for regular full-time employees (prorated for regular part-time employees), the benefit is equal to two times the employee’s annual salary rounded to the next higher $1,000, to a maximum of $500,000. Insurance in excess of $50,000 is a taxable benefit.
Long-term Disability – Fully funded for regular full-time employees (prorated for regular part-time employees), employees are eligible the first of the month following date of hire. The benefits are payable after a waiting period of 60 days at a rate of 66 2/3 percent of base salary, up to a maximum monthly benefit of $12,000.
Voluntary Accidental Death and Dismemberment – Regular employees may choose to participate in additional AD&D coverage through payroll deduction, and have the choice of plan and coverage amounts.
Voluntary Life Insurance – Regular employees may choose to participate in additional Life Insurance coverage through payroll deduction, and have the choice of coverage amounts.
Leaves
Vacation – Regular full-time employees earn vacation leave at a rate of 17 to 33 days annually depending upon years of County service and position band. Regular part-time employees accrue vacation leave on a prorated basis. Employees can carry forward up to three times the annual vacation accrual (prorated for part-time employees). Vacation leave cannot be used during the first six full months of regular employment. Twice per fiscal year, employees may request to be paid for vacation accruals, provided specific requirements are met.
Years of ServiceAnnual Vacation Accrual
Pay Band 1 – 5 Pay Band 6 – 11 Pay Band 12 - 20
0 to 5 yrs 17 days (5.24 hrs/pp) 19 Days (5.85hrs/pp) 21 Days (6.47hrs/pp)
Over 5 - 10 yrs 20 days (6.16hrs/pp) 22 days (6.77hrs/pp) 24 days (7.39hrs/pp)
Over 10 - 15yrs 23 days (7.08hrs/pp) 25 days (7.70hrs/pp) 27 days (8.31hrs/pp)
Over 15 - 20yrs 26 days (8.00hrs/pp) 28 days (8.62hrs/pp) 30 days (9.24hrs/pp)
Over 20yrs 29 days (8.93hrs/pp) 31 days (9.54hrs/pp) 33 days (10.16hrs/pp)
Sick Leave – Regular full-time employees earn sick leave at the rate of 3.70 hours per pay period (12 days annually), which starts to accrue during the first pay period and may accrue without limit. Regular part-time employees accrue sick leave on a prorated basis. Accrued sick leave may be used as soon as it is accrued.
Holidays – Regular full-time employees receive ten paid holidays annually (prorated for regular part-time employees), New Year’s Day, Martin Luther King, Jr’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. Holidays that fall on a Saturday will be observed on the previous Friday and holidays that fall on a Sunday will be observed on the following Monday.
Sheriff Management Employees Only – In lieu of holidays, each regular full-time employee receives, on July 1, a block of 12 days (96 hours), and they are prorated for regular part-time employees. Employees hired after July 1 will have holiday hours assigned on a prorated basis. Unused holiday hours at the end of the fiscal year cannot be carried forward. Holiday hours remaining at the end of the fiscal year will be paid to the employee at the employee’s regular rate of pay.
Personal Leave – Each fiscal year on July 1, full-time regular employees (except Sheriff management employees) receive one personal leave day (eight hours; prorated for regular part-time employees based on the position’s FTE as of July 1). Employees must be employed on July 1 to be eligible to receive the personal leave day. Personal leave is used in 15 minute increments. If it is not used, it does not roll over to the following year.
Retirement
Oregon Public Employees’ Retirement System – Jackson County participates in the State of Oregon Public Employees’ Retirement System (PERS). PERS has Tier One, Tier Two, and the Oregon Public Service Retirement Plan (OPSRP) pension programs, as well as the Individual Account Program (IAP). Tier One covers members hired before January 1, 1996; Tier Two covers members hired between January 1, 1996 and August 28, 2003; and OPSRP covers members hired on or after August 29, 2003.
IAP contains all member contributions (6% of covered salary, currently County-paid) made on or after January 1, 2004. The legislature created the IAP in 2003 to provide an individual account-based retirement benefit for new workers hired on or after August 29, 2003, and for Tier One/Tier Two members active on or after January 1, 2004. The IAP benefit is in addition to the member’s other retirement program benefit (i.e., Tier One, Tier Two, or OPSRP). Employees are automatically vested in their IAP account when their account is established.
IAP Redirect - Per Senate Bill 1049 (2019) contributions remain at the rate of 6% however, a portion of that 6% is redirected to the Employee Pension Stability Account (EPSA). 2.5% is redirected for the Tier 1 and Tier 2 members and 0.75% is redirected for OPSRP members. The rest of the county-paid contribution is directed to the employee’s IAP. Employee’s may choose to make voluntary contributions for the amount of the redirect through the Oregon PERS Online Member Services (OMS) at www.oregon.gov/PERS.
Salary Limit - Beginning January 1, 2020, SB 1049 changed the definition of “salary” for PERS purposes and created new limitations on annual and monthly “subject salaries.” Your salary is used to determined member Individual Account Program (IAP) contributions, employer contributions to fund the pension program, and the final average salary used in calculating retirement benefits under formula methods. The 2022 limit $210,582 per year. The limit is prorated when members work fewer than 12 months in a calendar year.
OPSRP is designed to provide approximately 45 percent of an employee’s final average salary at retirement (for a general service member with a 30-year career or a police and firefighter member with a 25-year career).
OPSRP General Service: Unless employees are in a police or firefighter position, they are considered a general service member. In addition to other retirement programs or any social security benefit, when employees retire, if vested, PERS will calculate monthly benefit using the following formula:
1.5 percent x years of retirement credit x final average salary. Normal retirement age for general service members is age 65, or age 58 with 30 years of retirement credit.
General Service Benefit Calculation Example (employees can estimate benefits using any number of years and any final average salary)
Final average salary: $45,000
Retirement credit: 30 years as an OPSRP member
30 (years) x 1.5 percent = 45 percent
45 percent x $3,750 (final average monthly salary) = $1,687.50
Single Life Option monthly benefit = $1,687.50 ($20,250 annual benefit)
OPSRP Police and Firefighter (P&F): To be classified as a P&F member at retirement, employees must have been employed continuously as a P&F member for at least five years immediately preceding their retirement. In addition to other retirement programs or any social security benefit, when employees retire, if vested, PERS will calculate monthly benefit using the following formula:
1.8 percent x years of retirement credit x final average salary. Normal retirement age for P&F members is age 60, or age 53 with 25 years of retirement credit.
P&F Benefit Calculation Example (employees can estimate their benefit using any number of years and any final average salary)
Final average salary: $45,000
Retirement credit: 25 years as an OPSRP member
25 (years) x 1.8 percent = 45 percent
45 percent of $3,750 (final average monthly salary) = $1,687.50
Single Life Option monthly benefit = $1,687.50 ($20,250 annual benefit)
Voluntary Deferred Compensation Program – Jackson County offers regular employees the option to enroll in IRS Section 457 Deferred Compensation Retirement Plans. The employee defers compensation through voluntary payroll deductions into this supplemental retirement plan. The 457 plan is a separate retirement plan from PERS.
Other Benefits
Voluntary Direct Deposit – An employee may choose to have their payroll check automatically deposited into their bank account. Employees can choose up to four accounts to receive direct deposit funds. Most banks allow participation of this program.
Voluntary Flexible Spending Account (FSA), Section 125 Plan – The FSA is a tax-free regular employee-funded account. Regular employees may choose to participate in pre-tax health insurance premiums, out-of-pocket unreimbursed eligible health care expenses, dependent care expenses, and qualified transportation expenses, in order to have “before-tax” dollars deducted from their paychecks.
Employee Assistance Program (EAP) – The County has a fully-funded Employee Assistance Program (EAP) to offer. The EAP is a FREE and CONFIDENTIAL benefit that can assist you and your eligible family members with personal problems, large or small. The EAP provides confidential services to help people privately resolve problems that may interfere with work, family, and life. The EAP is offered to regular employees, their dependents, and any household members. Services include up to four face-to-face counseling sessions per year, 24/7/365 access to crisis counselors, and convenient access to on-line consultations with licensed counselors.