Bilingual Office Specialist 3 - Public Health Supervisory Support at Marion County

Marion County Health and Human Services, Public Health Division is recruiting for a Bilingual Office Specialist 3 with experience supporting multiple supervisors. The ideal candidate will be able to multi-task, be detail orientated and have excellent communication and customer service skills. If you enjoy a fast paced, diverse workday and enjoy growing your skills, this may be the opportunity that you are looking for. We believe every employee is essential to the goal of a healthy community where all can lead healthy lives. We believe in providing opportunities for personal and professional growth for our staff. In addition to the salary range listed, Marion County provides a generous benefit package.

GENERAL STATEMENT OF DUTIES
Performs administrative support activities of a complex or technical clerical nature, which requires advanced skills, independent judgment and discretion; acts as lead worker of a specific clerical function overseeing the work of others.

SUPERVISION RECEIVED
Works under the general supervision of a supervisor/manager or professional employee, who assigns work, establishes goals, and reviews results obtained for compliance with department and program policies, procedures and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, exercises lead direction over other clerical or office staff.

Typical Duties - Duties include, but are not limited to the following

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

SUPERVISORY SUPPORT:

• Provides primary administrative and confidential support to supervisors in Public Health.
• Creates, formats and/or composes correspondence, narratives, reports, minutes, tables and/or other highly confidential documents for supervisors obtained from minimal information.
• Perform independent, highly confidential, diverse technical and administrative assignments utilizing broad knowledge learned about the Public Health System.
• Check Attendance line daily and notify of employee absences.
• Researches and gathers information for development of statistical reports.
• Assists supervisors with highly confidential and sensitive personnel issues.
• Shares with other OS3, gathering and reviewing payroll timecards for accuracy before sending to supervisors for signature.
• Coordinates and schedules meetings for supervisors, locates and prepares meeting sites, provides refreshments/food, prepares meeting agendas and notices and drives to transport supplies to meeting sites. Sets up and connects audio/visual equipment for webcasts, webinars and video/web meetings.
• Coordinates written translations for the Public Health and other divisions as needed.
• Requires utilization of computer software such as: Internet, Windows 2000, Word, Excel, Power Point, Outlook, Teams, Adobe Acrobat, Teller, Cloud Suite, ORPHEUS, IRIS, and others as assigned.

CLERICAL DUTIES FOR ENVIRONMENTAL HEALTH & VITAL STATISICS

• Train, review and prioritize assignments for OS2 and temporary staff in Clinic,EH/VS in using OVERS, Cloud Suite, Tellers, and Dr Cloud.
• Provide department and program orientation to new employees.
• Train staff in data entry and records maintenance operations according to State of Oregon, Oregon Health Authority and service area policies and procedures.
• Provides backup support to staff as needed to process original and certified copies of vital records according to state statutes, administrative rules, department policies and procedures.
• Assist customers in completing legal documents and acting as a Notary Public for the State of Oregon to update vital records.
• Provide accurate information to the public and other agencies by interpreting and acting as a resource on program policies, procedures, applicable laws and regulations.
• Ensuring OS2 are following state statutes in maintaining their commission for Deputy Registrar and State of Oregon Notary.
• Maintain policy and procedure manuals for EH and VS departments.
• Serves as payroll representative for the EH/VS service areas.
• Prepare vital statistics reports/invoices for use by department, other agencies and the public.

ADMINISTRATION- BACKUP.

• Receives, transfers, or refers calls to proper source.
• Provides basic program information relating to county/department division services.
• Makes basic interpretations of existing office policy to facilitate office operations/program procedure to convey information regarding services.
• Schedules appointments, meetings, and sites for appropriate staff member(s); meets and greets the public and/or clients and directs individuals to appropriate staff.
• Help set up for meetings and prints out schedules for conference rooms.
• Records a daily count of all outgoing Health Department mail for each cost center. Prepares the mail daily for pick up by Garten mail service. Distributes US and shuttle mail for department. Works with Sr. Office Manager on calculating charge backs to service areas for mail using Excel spreadsheet.

EVALUATIONS

• Maintains tracking system for annual performance evaluations for public health supervisors.
• Assures timely and accurate distribution of evaluation paperwork to employees and supervisors.
• Assures evaluation paperwork is completed accurately when returned to Administration staff.

RECRUITMENTS

• Assists in processing recruitment and hiring paperwork required by Human Resources.
• Compiles and assembles required forms, exam questions, & answer sheet.
• Coordinates interviews with candidates and supervisor and interview panel, distributes interview questions and candidate application packets.
• Completes and assures accuracy of final recruitment paperwork at time of hiring new temporary and regular staff.
• Interns - First point of contact for Public Health Intern requests, coordinates with supervisors, schedules NEO/Volunteer Orientation classes and completes all required paperwork.

CALIBRATION / CPR / EQUIPMENT-BACKUP

• Coordinates and schedules yearly servicing of medical equipment at Center St., Woodburn, Silverton Rd
• Schedules CPR/AED classes for nursing staff.
• Schedules repairs on office equipment, copy machine, folding machine, etc.
• Submitting Meter readings for printers and ordering toner.

ENVIRONMENTAL HEALTH SUPPORT:

• Shares responsibility with the other clerical staff for receiving reports of animal bites via; email, fax, phone calls from medical providers, animal control and private citizens, etc.
• Shares responsibility with other clerical staff in collecting relevant animal bite information, entering data to ORPHEUS and the animal bite tracking log, and forwarding to health inspectors in a timely manner for any necessary follow up.
• Responsible for invoicing and tracking for school inspections.
• Data entry and printing/mailing of licenses and annual statements.

• Other duties as assigned by your supervisor.
• Backup for Reception Floor Monitor.
• New Employee Orientation/TB Tracking.
• Cash control and bank trips.
• Assists with School Immunization Law Exclusion Process as needed.
• Provide backup clerical for phone bank i.e., set-up. operator, and take down phone bank and backup to other Office Specialist 3's for Public Health supervisory support.
• Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.

Requirements for the Position

EXPERIENCE AND TRAINING

High school diploma or equivalent; AND

Two years of general office experience; including one year of experience utilizing a variety of computer software programs; OR

Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

SPECIAL REQUIREMENTS

• Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.
• 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 position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
• 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.
• 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
Considerable knowledge of accepted modern office practices, procedures and techniques; English composition, spelling, and grammar; 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.

Substantial skill and ability to independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies; meet and assist the public, staff, clients, and other personnel of other businesses in a courteous, professional manner; comprehend and adhere to stated oral and written instructions, communications and procedures; apply principles, policies and procedures to specific work assignments; provide training to others; give and prioritize work assignments.
PHYSICAL REQUIREMENTS
Operates a motor vehicle; sees using depth perception; stands; sits; moves about the work area; stoops; bends forward; lifts up to 15 lbs.; pushes or pulls 15 lbs.; moves carts weighing up to 15 lbs.; carries up to 10 lbs.; operates a keyboard; rapid-mental/hand/eye coordination; speaks clearly and audibly; reads a 12 pt. font; distinguish colors; hears a normal level of speech; may work in areas with dust; may be exposed to office chemicals such as toner.

Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, click here. For a complete and detailed overview of the MCEA benefits package, click here, and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.

Salary and benefits are subject to union contract negotiations and may change as a result.