Multnomah County Department of Community Justice

THIS WORK MATTERS!    Are you a leader, achiever, and doer who brings skill and passion to a challenging and evolving environment?   Are you a team player who excels at customer service?   Are you a dependable administrative professional skilled in effectively multitasking?  Are you looking for meaningful work that has personal and professional purpose?    The Department of Community Justice Juvenile Services Division (JSD) is seeking a full-time administrative and office support professional with the skills, passion and a strong commitment for public service for an Office Assistant Senior position with our Family Resolution Services (FRS) unit . The mission of Family Resolution Services is to offer conflict resolution and parent information services to support positive connections as families change. We strive to be equity and trauma informed in the provision of all of our services, as well as how we operate as a team. The FRS program team is located at the Multnomah County Central Courthouse, 1200 SW 1st Ave, Portland OR 97204.  This Office Assistant Senior o versees all office administrative procedures including but not limited to all financial processes, database management, customer service and client scheduling, building and office safety protocols, equipment acquisition and maintenance, and back up administration of online Parent Education classes on Zoom.        Primary duties include but are not limited to the following:  Client Intake and Scheduling: Schedule new clients for parent education, mediation, and co-parent coaching, adhering to all established office protocols. Assist with registration in person, by phone, email, or other electronic formats as needed. Create, maintain, and accurately update client information in the Salesforce database. Background Checks and Database Management: Perform background checks for all Parent Education participants and new mediation appointments. Update and maintain all records in Salesforce database according to current office protocols and procedures. This may include database testing and assisting with development of new database procedures and processes.   Complete Financial Accounting Functions: Maintain all financial records in a timely and accurate fashion, including accounts receivable, balancing receipts, and bank deposits using FRS, DCJ and County established systems. Oversee use of Visa, check, and cash handling procedures. Ensure all monies collected are properly accounted for based on DCJ process and deposits made in a timely and appropriate manner. Coordinate and cooperate with DCJ finance staff and follow DCJ finance protocols and timelines. Provision of Customer Service: Provide information and response to the public, court staff and other partners related to all services and procedures in a respectful, calm, and accurate manner whether in person, by phone or email per established protocols. Office Support and Safety: Manage employee requests for equipment and supplies.  Maintain, track and order office equipment and supplies. Act as liaison with providers to support computer, telephone, fax, copier/printer, Visa machine and other services necessary for optimal office functioning. Train and orient new administrative staff to all office procedures and practices. Develop, document, maintain and update office administrative written protocols and procedures. Provide comprehensive and accurate note taking during All Staff meetings and Administrative team meetings. Train staff regarding safety protocols and procedures. Complete incident reports when needed.  Participate on the courthouse safety committee and keep staff up to date on relevant building safety issues. Function as the point of contact during building emergencies. Provide back up administration of virtual Parent Education Class when Parent Education Administrator is unavailable. This includes the potential for covering classes that occur from 5:30-9:30 p.m. and on Saturdays from 8:30 a.m. until 1:30 p.m.     Come Find Your Why? (video) The Department of Community Justice is looking for an Office Assistant Senior who can demonstrate expertise in the following areas: Strategic Planning / Leadership: You will develop goals and direction based on the overall county/department mission and vision to increase community safety through positive change. Results Through People: You will help achieve results through the contribution of others by motivating and inspiring growth and productivity. Relationships and Community: You will build positive and sustainable relationships with a range of key internal and external stakeholders. Leading Cross-Culturally: You will foster an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the  vision,  mission,  and  goals  of  the organization. Team Building: You will develop, inspire, and foster employees to work collaboratively. Organizational Savviness: You will demonstrate understanding and good judgment of organizational culture and interpersonal relationships, with both internal and external groups, to identify opportunities of mutual interest and benefit. Delivery: You will ensure services are provided by quality processes through monitoring and understanding. Outcomes: You achieve quality outcomes for the individual, the organization, and the county. Personal Development : You will strive for an honest and accurate assessment of oneself and demonstrate willingness for continuous improvement. Functional/Technical: You possess specific knowledge about laws, regulations, certifications, licensure and skills for specific assignments. WORKFORCE EQUITY At Multnomah County we are committed to maintaining an effective, respectful and inclusive workplace. We value collaborative problem solving and strive for continuous improvement. We strongly believe in workforce equity, diversity and inclusion. Visit our Workforce Equity Strategies Plan (WESP) to see where Multnomah County is headed with these values. DEPARTMENT OF COMMUNITY JUSTICE Vision ~ Community Safety through Positive Change    The Department of Community Justice (DCJ) is recognized as a national leader in both adult and juvenile community justice. DCJ routinely consults and makes use of evidence-based practices in our program and policy development. The Department's commitment to data-informed decision-making has led DCJ to make smart investments of taxpayer dollars in supervision, sanctions, and services for the county's highest risk and highest need justice-involved individuals. DCJ makes long-term investments in its employees through the provision of education and training. The Department believes that in order to enhance public safety we must work collaboratively with the judiciary, law enforcement, schools, treatment agencies, and the community. The Department shares information with community members, partners, and staff to keep communities safe by preventing and reducing crime and routinely evaluating which local policies support best practices. DCJ operates 24 hours a day, with nearly 650 regular, on-call, and temporary employees. The Department supervises justice-involved individuals and those defendants requiring pretrial services. DCJ's Juvenile Services Division operates the Donald E. Long Juvenile Detention Facility and is responsible for youth on formal and informal community supervision. More general information about the Department of Community Justice including our mission, vision, and strategies can be found at: www.multco.us/dcj .   Serving the Public, Even During Disasters  Everyday, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the Disaster Service Worker Information page. Internal candidates: After you have applied, you will receive an acknowledgement task and the Oregon Veteran Preference Questionnaire in your Workday inbox. Your application as an internal candidate is not complete until you complete and submit these tasks in Workday. TO QUALIFY We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant. For details about how we typically screen applications, review our overview of the selection process page. Minimum Qualifications/Transferable Skills*:   Equivalent to the completion of the twelfth grade. Three (3) years of specialized and increasingly responsible office support experience with multiple project areas and compassionate customer service.  Must pass a thorough background investigation which includes, but is not limited to a review of applicant’s criminal, civil, driving, military, educational and employment history prior to employment.  Preferred Qualifications/Transferable Skills*: You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates. Please clearly explain on your application how you meet any of the following preferred qualifications/transferable skills. Legal or legal adjacent industry work experience such as in a district attorney’s office, law office, or other related legal business. Awareness of families in divorce, separation and child custody cases.  Ability to work well with a small team and cross trained in supporting various work areas. High degree of organization/time management skills with the ability to multi-task and have attention to detail. Demonstrated experience exercising independent judgment and initiative. Excellent customer service and both verbal and written communication skills.  Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, etc), Google Workspace (Gmail, Docs, Sheets, Calendar, Meet, etc.), or similar programs.  Adept at learning new technologies such as Salesforce, Ecourt/File and Serve, and Content Manager.    Demonstrated ability to work effectively and professionally in a team environment and in close coordination with partner agencies. Ability to speak fluently in Spanish/English. *Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experience that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position. SCREENING AND EVALUATION The Application Packet: Please be sure to provide all the required materials below in your application submission:  Online application (required): Explain all related experience (paid or unpaid) and training in the education and work experience sections of the application. Attach a resume (required): Please indicate how you meet the required minimum qualifications. Attach the document to the on-line application. Be sure to explain in detail, including dates, all related work experience, paid or unpaid. Cover Letter (required): Please expand on your application and address why you are applying for this position. In your description, provide specific examples to demonstrate how your experiences, education and training align with the duties and the qualifications, minimum and preferred. The Selection Process: For details about how we typically screen applications, review our overview of the selection process page . We expect to evaluate candidates for this recruitment as follows: Initial review of minimum qualifications. An evaluation of application materials and/or oral exam to identify the most qualified candidates. Consideration of top candidates/Interviews. Must pass a thorough background investigation which includes, but is not limited to a review of applicant’s criminal, civil, driving, military, educational and employment history prior to employment.  Equal Pay: Please be advised that the pay range listed for this position is intended to provide general guidance on the earning potential for the role. However, actual compensation will be determined in accordance with the Oregon Equal Pay Law and will take into account factors such as the candidate's relevant experience and education. Candidates should expect that initial offers will be made within the listed pay range and may not be at or near the top of the range. ADDITIONAL INFORMATION Type of Position: This hourly position is eligible for overtime. Type: Local 88 Union Represented FLSA: Non-Exempt Schedule: Monday – Friday, 8:00 am to 5:00 pm. Occasional evening or Saturday (telework) coverage may be required to provide backup administrative support for online Parent Education classes when the primary administrator is unavailable.   Location: Multnomah County Central Courthouse, 1200 SW 1st Ave., Portland 97204 Telework: This position is eligible for hybrid on-site/telework subject to the Multnomah County Telework Policy and based on the Department’s business needs. This position is eligible for one (1) day a week of telework and is subject to adjustment based on business needs. (Monday, Tuesday, and Friday are required in office days. Wednesday or Thursday are optional telework days each week.) The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Multnomah County offers a comprehensive benefit package to all eligible employees. A few highlights include: Health insurance (medical, dental, vision) Defined benefit retirement plan (pension); we pick up the employee's share of the state retirement contribution (6% of subject wages) (Police and Fire 25 year retirement)* Generous paid leave (vacation, holidays, sick, parental, military, etc...) Life insurance, short-term and long-term disability insurance Optional deferred compensation and flexible spending accounts Free annual Trimet bus pass Alternative wellness resources Public Service Loan Forgiveness (PSLF) The eligible list established from this recruitment may be used to fill future full-time, part-time, regular, temporary, limited duration, and on-call positions. Application information may be used throughout the entire selection process. This process is subject to change without notice. Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it to create a culture of dignity and respect for our employees. We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. The EEO Know Your Rights poster is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals. Veterans’ Preference: Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our veterans’ preference page for details about eligibility and how to apply. Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711. Questions? Recruiter:  Yulee Kim-Whetstone Email:  yulee.kimwhetstone@multco.us Phone:  +1 (971) 3490804 Application information may be used throughout the entire selection process. This process is subject to change without notice. Disclaimer: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract. Job Profile: 6002 - Office Assistant Senior