Description

Serve your community in a leadership role at the heart of Oregon's Willamette Valley. We are seeking an efficient, organized, and community-minded Office Manager to oversee our administrative operations in the Albany area. This public service role offers a stable, collaborative environment dedicated to transparency, civic responsibility, and organizational excellence. Our office provides a rewarding career path where your management skills directly support local infrastructure, public services, and the well-being of our residents.

Job Summary

Linn County General Services is seeking an experienced and highly organized Administrative Assistant/Office Manager 3 to provide comprehensive administrative and operational support for the General Services Department.

This is a professional-level management position responsible for coordinating the day-to-day administrative operations of a busy County department. The position works closely with the Department Director and serves as a key resource for budget and ?nancial administration, human resources, personnel coordination, contracts, purchasing, and departmental procedures.

The successful candidate will be comfortable managing multiple priorities, working independently, exercising sound judgment, handling con?dential information, and coordinating with County departments, employees, vendors, contractors, public agencies, and members of the public.

This position is an important part of the General Services management team and requires the ability to understand complex administrative processes, identify problems, develop solutions, and ensure that departmental operations are carried out efficiently and in accordance with County policies and applicable laws.

KNOWLEDGE, SKILLS AND ABILITIES:

The successful candidate must demonstrate:

• Thorough knowledge of professional office management practices and procedures.
• Working knowledge of local government budget and accounting practices and procedures.
• Working knowledge of human resources practices and personnel administration.
• Strong organizational and time-management skills. Ability to manage multiple projects, priorities, and deadlines.
• Ability to independently perform complex assignments with limited supervision.
• Ability to analyze information, identify problems, and develop practical solutions.
• Ability to prepare accurate, clear, and concise correspondence, reports, spreadsheets, and other documents.
• Ability to maintain accurate financial, personnel, contract, and administrative records.
• Ability to supervise, coordinate, and evaluate the work of assigned staff?
• Strong written and verbal communication skills. Professional judgment and discretion when handling confidential information.
• Ability to establish and maintain effective working relationships with employees, management, elected officials, contractors, public agencies, and the public. 

Office and Administrative Management

• Manage and coordinate the daily administrative operations of the General Services office.
• Plan, assign, coordinate, and review the work of assigned staff and coordinate workflow.
• Provide administrative support to the Department Director and management team.
• Develop, update, and maintain departmental forms, procedures, records, and administrative systems.
• Prepare, edit, and distribute correspondence, reports, memoranda, presentations, and other documents.
• Serve as a resource to employees and the public regarding departmental policies, procedures, and processes.

Budget and Financial Administration

• Assist the Department Director with preparation of the annual operating budget.
• Monitor departmental expenditures and maintain appropriate expenditure controls.
• Prepare and process invoices, vouchers, purchase orders, and other financial documents.
• Review financial reports generated by the County Accounting Office and identify and submit corrections as needed.
• Assist with purchasing accounts payable, accounts receivable, and other fiscal activities.
• Coordinate human resources activities for the department in accordance with County policies and applicable employment requirements.
• Assist with recruitment, interviewing, selection, onboarding, and orientation of employees.
• Maintain personnel records, attendance records, and related documentation.
• Prepare personnel action forms and other required employment documents.
• Coordinate employee leave, workers' compensation, injury/accident reporting, and other personnel processes as assigned.
• Assist supervisors and management with employee performance, workplace concerns, policies, and procedures.
• Assist with development, administration, and monitoring of departmental contracts and agreements. Monitor contractor and subcontractor compliance with contract requirements.
• Assemble data and prepare reports, recommendations, and other information for management.

Systems and Technology

• Manage and maintain assigned departmental technical and administrative systems.
• Maintain accurate electronic records and databases. Use Microsoft Office and other County software systems to prepare documents, spreadsheets, reports, and financial information.
• Assist with department website content and other electronic information systems as assigned.
• Evaluate administrative processes and recommend improvements to increase efficiency and effectiveness.

Perform other duties as assigned.

Minimum Qualifications

An Associate's Degree in Business Administration or a related field with major coursework in budgeting, computerized accounting systems, human resources, project management, or a related discipline and at least four years of progressively responsible office management experience in a high-level professional office environment, including experience with staff supervision, financial or budget administration, project management, and basic human resources operations.

Any satisfactory equivalent combination of education, training, and experience that demonstrates the ability to successfully perform the duties of the position.

Special Requirements

SPECIAL QUALIFICATIONS

Possession of a valid Oregon Driver's License and an acceptable driving record is required.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Work is generally performed in an office environment under typical office working conditions. The position requires frequent communication with County employees, management, public officials, contractors, vendors, and members of the public.

The employee will generally remain stationary for extended periods while performing computer and administrative work and will occasionally move throughout the office and attend meetings. The position requires the ability to communicate effectively in person, by telephone, and electronically.

The employee must occasionally lift and/or move items weighing up to 25 pounds. Manual dexterity and coordination are required when operating computers, telephones, financial and database systems, printers, copiers, calculators, and other standard office equipment.

Linn County is an Equal Opportunity/Affirmative Action Employer