BUSINESS/ADMINISTRATIVE COORDINATOR

BUSINESS/ADMINISTRATIVE COORDINATOR

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BUSINESS/ADMINISTRATIVE COORDINATOR

Salary

$24.59 – $32.48 Hourly

Location

Justice Building – Roseburg, OR

Job Type

Full Time

Job Number

2024-00103

Department

Sheriff & Corrections

Opening Date

09/30/2024

Closing Date

10/31/2024 11:59 PM Pacific

Description

Benefits

THE POSITION

Douglas County – Sheriffs Department

Full time position available with competitive full-family benefit package, PERS/OPSRP retirement and availability of deferred compensation retirement savings.

Onsite (Courthouse complex) childcare available at a discounted employee rate through Roseburg Professional Childcare (Fowler St. location only). Availability is subject to center waitlist. Job Summary:

This position performs a variety of senior-level administrative duties requiring substantial coordination of information to ensure that a department’s day-to-day business functions are accurately processed, documented, and reported in accordance with established regulatory constraints, and County policies and procedures.

Essential Functions:

This is not an exhaustive or all-inclusive list of responsibilities, skills, duties or functions associated with the job.

Coordinate and manage a Department’s complex or multi-layered administrative processes including, but not limited to, department head appointments and deadlines, collecting and organizing complex data, preparing and distributing correspondence, legal notices, public meeting notices, press releases, informational forms and miscellaneous business documents, preparing and posting agendas and taking minutes for department management meetings; coordinate, review and troubleshoot timesheets for accuracy; process timesheets and pay records timely, and coordinate communications with other County departments.

Coordinate and maintain accurate financial tracking and reporting systems for multiple program-related billing and revenue streams in compliance with County revenue and cash handling procedures within the parameters of public accountability.

Monitor fiscal recordkeeping and participate in analyzing data for expenditure projections and proposed solutions; maintain and interpret procedures and verification systems to ensure accurate tracking and reporting of program criteria.

Ensure that the department’s personnel data processing, methods, and confidential recordkeeping are in compliance with all federal and state regulations, as well as County policies and procedures and collective bargaining agreements, including, but not limited to, record retention, recruiting procedures, interviewing, hiring and orientation of new employees, position changes, annual reviews, employee wage or data changes, accurate and timely completion of County paperwork submissions to Human Resources and Management & Finance; maintain department’s personnel files as well as other mandated records; and is primarily responsible for gathering and distribution of personnel data for the department.

Implement approved Department policies and procedures; solve clerical and record keeping problems and interpret administrative process for personnel rules, collective bargaining directives, and County policies and procedures to County employees, supervisors, and managers.

Participate in the administration and coordination of various vendor and/or service contracts, grants, subcontracts and/or leases; participate in preparation of requests for proposal; prepare accurate treasurer remittances, ensure proper recording with County Clerk, generate billing, and reconcile payments and accounts.

Supervise daily work of office clerical staff and/or volunteers; oversee and be responsible for ordering supplies; monitor and ensure accurate inventory and equipment recordkeeping; provide training and guidance as needed to ensure proper office processes are followed; participate in selection, work plan preparation, and evaluation of clerical staff.

POSITION REQUIREMENTS

MINIMUM QUALIFICATIONS:

This is not an exhaustive or all-inclusive list of responsibilities, skills, duties or functions associated with the job.

Any equivalent combination of education and experience, which demonstrates the knowledge, skills and abilities required, will be considered. however, the following is preferred.

Bachelor’s degree in public or business administration or related field which includes manual and electronic accounting and information systems and at least two years progressively responsible work experience in office management or administration which includes supervisory and/or program management experience.

Associate’s degree in business administration or related field and at least four years progressively responsible work experience in office administration including program and/or personnel supervisory experience.

Required

At time of appointment, must possess valid Oregon Drivers License

Regular and consistent attendance

Driving Requirements: Position requires driving. Finalist will be required to provide a driving history that meets the Douglas County Driver Policy (https://douglascounty-oregon.us/264/Driver-Policy) as part of contingent offer of employmen

SCREENING & EVALUATION

Selection Process: Applicants will advance through the following phases of the selection process:

1. Initial screening based on minimum qualifications

2. Oral interviews

3. Extensive background investigation (including criminal, personal and work-related elements)

4. Chemical detection screen

Background Investigation: Applicants must be willing to undergo a thorough background check, including past criminal history, illegal drug use, etc. Outcome of this investigation strongly affects hiring decision. Applications will be further evaluated during the background investigation for honesty, integrity, and maturity.

Pre-Employment Drug Screen: Employment is contingent upon a pre-employment drug screen. Presence of non-prescribed drugs, including marijuana, on drug screen results will result in disqualification pursuant to the Countys drug and alcohol policy.

Note: Applicants may be disqualified after unsuccessful completion of any phase of evaluation.

To learn more about this position, please review the position classification. (https://douglascountyor.gov/DocumentCenter/View/1102/BusinessAdministrative-Coordinator)

For questions regarding this position, contact Human Resources athr@co.douglas.or.usor ph: (541) 440-4405

Douglas County is an Equal Employment Opportunity Employer.

Douglas County Statement on Equal Employment Opportunity (http://www.co.douglas.or.us/hr/posters/EEO%20Resolution102005.pdf)

Douglas County offers a competitive benefit package for employees working in positionsbudgeted to work 30 or more hours per week. The benefit package includes medical, dental, vision, a confidential employee assistance program, deferred compensation account options, and more. Information on county-sponsored benefits can be found athttp://www.co.douglas.or.us/hr/benefits.asp. Vacation and sick leave accrual policies are described inDouglas County Personnel Rule 9 (http://www.co.douglas.or.us/hr/personnelrules/rules/rule09.asp) . Benefit options and leave accruals may vary if position includes membership in a collective bargaining unit (union).

Douglas County is a PERS employer. After meeting specific pre-defined service criteria, eligible employees join thePublic Employees Retirement System (http://www.oregon.gov/PERS/Pages/index.aspx) (PERS) for retirement benefits.

Please contact the Human Resources Department with questions regarding the benefits associated with this position.

ph: (541) 440-4405

hr@co.douglas.or.us

Agency

Douglas County (OR)

Address

1036 SE Douglas Ave.Room 322Roseburg, Oregon, 97470

Phone

541-464.6300541-440-4405

Website

https://douglascountyor.gov/

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