Administrative Specialist, Senior

The Department of Community Corrections is seeking a Senior Administrative Specialist to join our team. The position works for the Management Information Systems (MIS)/Records team, providing and performing a wide variety of responsible, confidential, and professional senior administrative support to the Probation and Parole division.  

The Senior Administrative Specialist provides high-level administrative support with work spanning a wide variety of responsibilities including drafting, maintaining, receiving and sending confidential and sensitive documents.  The position will work extensively on reports, updating data in Community Corrections applications and databases, building client files, physically picking up and filing client files and/or documents, and E-filing specific documents into the File and Serve program for the courts. The role checks databases against reports and collaborates with a robust team that regularly communicates with each other on their workload, procedures, and resolving issues that arise. In summary, this position provides overall administrative help and support to the MIS team and our Community Corrections department.  
 
Ideal Knowledge, Skills, and Abilities (KSAs): 

• Types, edits, and proofreads forms, memos, reports, texts, and correspondence for managers or supervisors from rough draft, shorthand notes, dictation equipment, handwritten copy, or from other material using a word processor. 

• Prepares complex documents using considerable independent judgment. 

• Provides information to the public or other employees by phone or in person to ensure compliance and understanding of the agency rules, regulations, or functions; listens to questions and either explains procedures according to agency guidelines or refers clients to another appropriate source. 

• Assists in creating a positive and supportive work environment; enforces a safe workplace; establishes a culture of teamwork and communication; creates a workplace that promotes the organizational values of access and opportunity and actively promotes an environment respectful of living and working in a society accepting of all. 

• Compiles extensive data and formulates complex statistical records and reports. 

• Processes and prepares a variety of documents according to established procedures or statutes. 

• Examines reports, forms, payments, or other material to ensure accuracy and completeness; adds information, resolves, or rejects errors and omissions following established agency procedures. 
   

Knowledge of: 
Modern office practices and methods. 
Operational characteristics and applications of data processing equipment. 
Proper use of business English, spelling, grammar, and punctuation. 
Operation of office equipment and machinery. 
Principles and procedures of financial recordkeeping and reporting. 
Basic mathematical principles. 
Pertinent federal, state, and local laws, codes, and regulations. 
 
Skills to: 
Provide timely, effective, and efficient customer service to the general public, clients, and other employees. 
Interact patiently with individuals making inquiries regarding various County programs and services who have little or no experience or knowledge of the services provided. 
 
Ability to: 
Type at a speed necessary for successful job performance. 
Communicate effectively in English, both orally and in writing. 
Prepare complete and accurate reports. 
Potentially train employees as needed. 
Operate personal computer systems and software. 
Work independently in the absence of supervision. 
Interpret and apply applicable federal, state, and local laws, rules and regulations, and policies. 
Take notes and transcribe at a speed necessary for successful job performance. 
Effectively administer a variety of duties with competing priorities. 
Establish and maintain cooperative working relationships with individuals and groups who come from diverse backgrounds and represent members of the public, coworkers, and/or vendors. 

To review the complete classification, including the full list of knowledge, skills, and abilities (KSAs) associated with this position, use this link: Administrative Specialist, Senior | Washington County, OR 

Minimum Qualifications  

Education and Experience: 

• A high school diploma or equivalent. AND 

• Four (4) years of progressively responsible experience providing administrative or clerical support. 

Additional Requirements 

• Possession a valid driver's license and have an acceptable driving record per Washington County policy. 

• A criminal background check.