Office Assistant, Senior

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Office Assistant, Senior

Salary

$20.64 - $27.58 Hourly

Location

Lane County Parole and Probation, OR

Job Type

Regular

Job Number

202400388

Department

Community Justice & Rehabilitation Services

Division

CJRS Parole & Probation

Opening Date

09/06/2024

Closing Date

9/30/2024 11:59 PM Pacific

FLSA

Non-Exempt

• Description

• Benefits

• Questions

DESCRIPTION

About the Position

As a Senior Office Assistant, you will serve as an expert in law enforcement data systems (LEDS, DOC400, and other state/court databases). You will manage LEDS certification renewals, assist with training peers and staff, and assist in maintaining compliance as an active LEDS Representative for the agency. In addition to being a subject matter expert in daily processes and operations vital to the workgroup.

Key Responsibilities:

• Provide training and support for Office Assistants and Correctional Services Technicians, including onboarding new staff.

• Manage LEDS training certifications and serve as an agency LEDS Representative.

• Collaborate with the unit Supervisor on training needs, policy updates, and state workgroup developments.

• Conduct data entry, file audits, document preparation, and CJIS security reviews.

• Handle daily agency deposits, transaction audits, and other administrative tasks as needed.

• Handle warrant processing, client intake file preparation, public records requests, and subpoenas. Prepare records for court appearances, fulfill Notary Public duties, and represent the agency at state network meetings.

  What We’re Looking For:

• Expertise in law enforcement data systems.

• Strong communication and training skills.

• Ability to work collaboratively and support agency operations.

  About the Division

  The mission of Community Justice and Rehabilitation Services (CJRS) is to contribute to public safety by reducing risk, creating opportunities, and working to make positive changes in lives directly affecting the impact to the community, victims and offenders by holding justice involved youth and adults appropriately accountable for their behavior.

  Schedule: Monday - Friday; 8:00am - 5:00pm. Shifts may vary.

This is an AFSCME represented position

QUALIFICATIONS

Training

• Equivalent to the completion of the twelfth grade.

  Experience

• Three years of responsible office assistance, support and clerical experience.

• An equivalent combination of experience and training that will demonstrate the required knowledge and abilities is qualifying.

  Notes :

• Offers of employment are contingent upon passing a full criminal offender records check and background investigation.

  Parole & Probation Division Requirements:

• Follow this link to view the minimum standards and examples that may cause your application materials to be rejected from consideration as an applicant with Lane County's Community Justice & Rehabilitation Services Parole & Probation Division. (https://www.lanecountyor.gov/government/county_departments/human_resources/talent_acquisition/Selection_Process/parole___probation_officer_minimum_requirements)

  *This list isn't all-inclusive.

  Studies have shown that women and BIPOC individuals are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. The county will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

CLASSIFICATION DETAILS

Office Assistant, Senior Classification Details (https://www.governmentjobs.com/careers/lanecountyor/classspecs/newprint/967192)

Selection Process

SUPPLEMENTAL INFORMATION

Equal Employment Opportunity

Lane County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

Strategic Plan

In alignment with Lane County's Strategic Plan, incumbent(s) will be expected to demonstrate the following core behaviors: Passion to Serve, Driven to Connect, and Focused on Solutions.

The 2022 -2024 Strategic Plan focuses on the areas that Lane County will pursue as a way to deliver on our vision for the residents of Lane County. To meet these challenges, we know that the basis of our efforts lies in leveraging our people and partnerships to achieve our Strategic Priorities. We also recognize that the quality and commitment of our staff is essential to a shared future where Lane County is the best place in which to live, work, and play.

Veteran Preference Information (https://www.lanecounty.org/cms/One.aspx?portalId=3585881&pageId=5143112)

Trauma Informed Care Statement

Trauma-informed care is an approach used to engage people with histories of trauma. It recognizes the presence of trauma symptoms and acknowledges the role that trauma can play in people’s lives. Trauma-informed criminal justice responses can help to avoid re-traumatizing individuals.

Lane County is committed to providing services using Trauma Informed Care practices. As an organization, we recognize that many of the people we serve have experienced trauma, either currently, recently, or in their past. Our agency is dedicated to incorporating an understanding of trauma, both with our clients and with each other.

Careers with Lane County Offer Extraordinary Benefits

At Lane County, we value our employees and we show it with our extraordinary benefits. We know that you chose public service for more than a paycheck, and our outstanding benefits are designed to help you Live Well, Live Lane - throughout your career. Read on to learn what great benefits await you in a career with Lane County.

Introducing ALEX (https://www.myalex.com/lanecounty/home#choose-benefits) , Lane County's benefit advisor! ALEX is an interactive tool that will help you understand the benefits being offered, out of pocket expenses and coverage available. You will need the Collective Bargaining Unit found in your job posting and when asked for your date of hire, please put in today's date.

*The below information describes typical benefits available for Regular Full-time Employees. Actual benefits received may differ by position, employment status (regular, temporary, or extra help) and/or bargaining group.

ALEX Benefit Advisor (click here) (https://www.myalex.com/lanecounty/home#choose-benefits)

Collective Bargaining Units:

Admin-Pro

AFSCME

AFSCME Nurses

AFSCME Physicians

FOPPO

LCPOA

Local 626

Prosecuting Attorney's

Benefits to keep you & your family well - Physically

Health insurance coverage becomes effective the first of the month following your first 30 days as an eligible employee.

Medical/Rx/Vision - Lane County offers medical, prescription and vision exam coverage for you and your eligible dependents. The plan options and costs per month for 2018 are outlined below:

If you enroll in the HDHP the County will contribute to your HSA: $1,500 (individual) or $3,000 (family) annually. This amount is prorated based on date of hire.

Eligible employees who complete a Health History Risk Assessment (HHRA), Biometric Screening, and Comprehensive Health Review (CHR) at the Live Well Center receive a $20 per month credit.

Wellness Clinic - The Live Well Center is for Lane County benefits-eligible employees, spouses and dependents (ages 2 and up) who are enrolled in the Lane County health plan. Marathon Health manages the Live Well Center and their clinical team provides confidential, affordable care for your acute and preventive healthcare needs. The Live Well Center also provides health coaching, chronic disease counseling, comprehensive primary care services, and much more.

Dental - Lane County provides dental coverage for employees and their eligible dependents.

Employee Assistance Program (EAP) - Lane County provides this counseling and concierge service to employees and members of their immediate households.

Fitness Center Membership - Lane County provides employees with a free membership to a local fitness center. Employees may add their families at a discounted rate.

Benefits to keep you & your family well - Financially

Retirement - Lane County pays for, and enrolls employees in the Oregon Public Service Retirement Plan (OPSRP) and the Individual Account Program (IAP) following six full months of employment. (Current members are eligible upon hire.)

Disability - Lane County pays a portion of wages for eligible employees through Short-Term Disability, and provides Long-Term Disability coverage. Lane County complies with all State and Federal disability laws for employee, family, parental and pregnancy leaves regulations.

Time Management - Lane County provides employees with a generous bank of hours to be used for sick, vacation, family emergencies and personal days.

Holidays - Lane County provides 10 paid holidays per year:

New Year's Day Independence Day

Martin Luther King Jr's Birthday Labor Day

Presidents' Day Veterans' Day

Memorial Day Thanksgiving Day

Juneteenth Christmas Day

Life Insurance - Lane County pays for employee group term life insurance.

County-paid Training & Development to keep your career well

On-site Classes - Lane County offers a variety of on-site classes to develop employees' soft and technical skills.

Online Training - Lane County offers a variety of online classes through LEAP to help employees continually improve their skills.

Conferences & Seminars - Lane County will consider reimbursement for employees to attend professional conferences, dependent upon budget, to encourage continuous learning and professional development.

Lane County offers these other valuable benefits

Deferred Compensation Retirement Savings - Employees may enroll in a deferred compensation program 457(b) to save for retirement.

Vision - Eligible employees may purchase supplemental vision insurance.

Supplemental Life Insurance - Employees may purchase supplemental life insurance for themselves and their dependents/spouse.

Aflac - Optional employee-paid voluntary group coverage is available through Aflac.

Group Discounts - Group discounts may include homeowners and auto insurance, pet health insurance, credit union membership.

Paid medical, dental and vision coverage for dependents is determined by labor agreement or APM, as applicable. Physicians should contact their supervisor for health plan options and rates. Please note that Temporary and Extra Help positions are not typically eligible for benefits. This is only brief summary of benefits available to eligible Lane County employees. In all cases, plan documents govern.

For additional information about these extraordinary benefits contact the Benefit Resource Center at 1-866-468-7272, or Lane County HR at (541) 682-3124.

01

IMPORTANT: Please ensure you have included all RELEVANT education, employment and experience in your application. To ensure compliance with Oregon Equal Pay laws, Human Resources will conduct a wage analysis based on the information you have provided in your application to determine the appropriate starting wage if you are selected.

• I acknowledge I have provided all relevant education and employment history.

  02

  Please note that responses to supplemental questions are reviewed separately from your application, cover letter, and resume, and that points assigned are points question is worth. Total supplemental questionnaire score is 100 points. Be as specific as possible in your responses to showcase your qualifications.

• Acknowledged.

  03

  What is your highest level of education?

• High School diploma or equivalent to completion of twelfth grade.

• Associate's degree.

• Two-years of technical certificate or coursework.

• Bachelor's degree.

• Master's or higher degree.

  04

  Have you ever been convicted of a crime, which at the time of conviction was classified as a felony, or was punishable at the time of conviction by a maximum term of more than 1 year? (A "yes" answer to this question constitutes an automatic disqualifying condition and you cannot be employed by Lane County Parole and Probation).

• Yes

• No

  05

  Have you ever been convicted of violating any law involving the unlawful use, possession, delivery or manufacture of a controlled substance, narcotic, or dangerous drug? (A "yes" answer to this question constitutes an automatic disqualifying condition and you cannot be employed by Lane County Parole and Probation).

• Yes

• No

  06

  How many years of responsible office assistance, support, and clerical experience do you have?

• No experience.

• One year of experience.

• Two years of experience.

• Three years of experience.

• Four years of experience.

• Five years of experience or more.

  07

  Describe the communication styles you have used in a professional capacity and the outcomes(s) you experienced. (10 points)

  08

  Confidentiality and accuracy are key factors in maintaining the files and documents within Lane County Parole and Probation. What is your experience working in an environment that requires these essential elements? (20 points)

  09

  Do you have experience in the following database programs: LEDS/NCIC, DOC400, eCourts? If "yes", please indicate which programs and describe your experience using the programs. (20 points)

  10

  Describe how your training/education and experience has prepared you to serve effectively in a fast -paced office environment. (20 points)

  11

  How do you foster diversity and inclusion in the workplace? Share examples of how you've supported diversity in previous roles. Include in your response, name of employer(s), dates of employment and position(s) held. (20 points)

  12

  Please describe your experience in utilizing problem-solving skills to resolve conflict. (10 points)

  Required Question

Agency

Lane County

Department

Community Justice & Rehabilitation Services

Address

125 E 8th Ave Eugene, Oregon, 97401

Website

https://www.lanecountyor.gov

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