Juvenile Administrative Services Supervisor

Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:

· Service · Professionalism · Integrity · Respect · Individual accountability · Trust

By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We’re always looking to improve. That’s the Clackamas County SPIRIT.

Clackamas County Core Values

Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.

This Job Posting closes at 11:59 p.m. (Pacific Time) on Monday, May 12, 2025.

Annual Pay Range: $88,770.58 - $119,841.91

Hourly Pay Range: $42.678165 - $57.616303

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.

We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle. Employee benefits become effective the first of the month following an employee’s date of hire.

Attractive benefits package and incentives for employees in regular status positions are detailed below.

Generous paid time off package, including:

• 16 hours of vacation accrual per month
  • Eligible newly hired employees will have the one-time option to frontload their first year of vacation accruals in compliance with EPP 66 - Vacation Leave! This means you have access to vacation time at time of hire.
• 8 hours of sick accrual per month
• 10 paid holidays and 1 personal day per year

Other Benefits:

• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):
  • Employer-paid 6% PERS retirement contribution (The county currently pays the employee’s share of the retirement contribution.)
  • OPSRP members get vested after five years of contributions or when they reach age 65
• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits (see links below for additional information)

This is a full time Non-Represented Group 2 County position.

Non-Represented Group 2 Full Time Benefits

Learn More About Benefits

• Are you passionate about helping others?
• Do you want to make a difference in the lives of youth and their families?
• Do you believe that all youth are capable of success?
• Are you a strong communicator with exceptional business writing skills and ability to convey complex information clearly to individuals at various levels of subject matter knowledge?
• Do you thrive in a fast-paced, continuously evolving environment?
• Do you have exceptional organizational skills?
• Do you have creative problem-solving skills?
• Do you have a personal commitment to putting ethics into action by holding yourself to the highest standards of professionalism, honesty and objectivity?
• Are you committed to maintaining confidentiality when dealing with sensitive issues?

If you answered “yes” to the questions above, we want you to join our team as an Administrative Services Supervisor at Clackamas County Juvenile Department (CCJD). Clackamas County Juvenile Department seeks an experienced and motivated Accounting/Office Administration leader with strong communication and interpersonal skills to join our leadership team as the Administrative Services Supervisor. The ideal candidate is an organized, self-motivated, data-driven, and detail-oriented individual, who holds themselves to the highest standards of professionalism, honesty, and objectivity. If selected for this position, you will directly report to the Administrative Services Manager and will oversee and supervise the support services team consisting of legal secretaries and office support professionals. The support services team provides department-wide support and critical legal administrative support to the teams that provide direct case management to Clackamas County juvenile justice involved youth. Under the direction of the Administrative Services Manager, the Administrative Services Supervisor will assist in a wide range of responsibilities including budget entry, budget monitoring, grant and contract administration, reconciliations, billings, and general office operations.

The most competitive candidates will have experience using discretion in highly confidential and sensitive matters, be detail-oriented, resourceful, independently seek out answers to questions, take initiative, be team-focused, and have an ability to multi-task and shift priorities in an ever-changing environment.

We are committed to being an exemplary organization with best practices in providing equitable juvenile justice, family support, intervention, and reformation services to youth, so they can repair harm to victims, experience positive change, and contribute to a safe, healthy and secure community. To that end, we are searching for an individual with the highest degree of integrity and professional ethics, who is motivated to promote and foster a collaborative, partnership-focused, respectful, equitable and supportive environment while demonstrating flexibility, a commitment to teamwork, and leadership skills that will allow us to improve, develop, and enhance our operations.

Required Minimum Qualifications/ Transferrable Skills:*

• A minimum of six (6) years of relevant experience that would provide the required knowledge and skills to perform the responsibilities of this position; at least two (2) years must include lead or supervisory experience
• Experience promoting and fostering a supportive and collaborative work environment
• Experience applying current office practices, procedures and techniques to projects, programs, and overall office operations to ensure compliance with organizational policies and procedures, as well as continuous quality assurance and process improvement
• Experience providing excellent customer service to both internal and external clients, including responding to and resolving issues
• Experience with budget preparation, monitoring and updating practices, including monitoring revenues and expenses, and reviewing and approving expenditures
• Experience responding to and resolving billing issues
• Experience with preparation of financial payment and processing documents
• Experience monitoring administrative aspects of service contracts
• Experience working with sensitive and confidential information
• Experience coordinating work related to maintenance, repair, and purchase of equipment, supplies, and services at office facility
• Basic knowledge of Human Resources practices and applicable laws
• Strong interpersonal skills that translate into all of the following:
  • Strong verbal and written communication skills, including ability to effectively communicate with emotional or upset individuals
  • Ability to prioritize projects within time constraints and competing deadlines
  • Strong active/reflective listening skills
  • Ability to establish and maintain cooperative working relationships and partnerships both internally and externally
  • Ability to handle a wide range of situations and circumstances effectively, positively, and professionally and to maintain composure in difficult, stressful, and quickly emerging situations
  • Strong independent decision-making, analytical, and problem-solving skills
  • Commitment to diversity, equity and inclusion, and the ability to work well with diverse groups of individuals

Preferred Special Qualifications/ Transferrable Skills:*

• Effective leadership skills that translate into inspiring, motivating, and developing staff through change and ongoing quality assurance processes
• Intermediate to expert Microsoft Excel and/or Google Sheets skills and experience, including but not limited to: advanced formulas, pivot tables, graphs/charts, and importing/exporting of data between Microsoft Excel/Google Sheets and Enterprise Resource Planning (ERP) software such as PeopleSoft, Workday, Great Plains Dynamics, or SAP
• Experience working in human services, criminal justice, juvenile justice, or legal systems
• Project management experience related to project planning, organization, and/or implementation of a program
• Familiarity with the LEAN process or other efficiency models

Pre-Employment Requirements:

• Must pass post-offer, pre-employment drug test. Learn more about the County's drug testing policy.
• Must pass a criminal history check which may include national or state fingerprint records check
• Driving is required for County business on a regular basis or to accomplish work. Incumbents must possess a valid driver's license, and possess and maintain an acceptable driving record throughout the course of employment. Learn more about the County's driving policy.
• For Veterans qualified for Veteran’s Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

KEY COMPETENCIES FOR SUCCESS IN THIS POSITION:

Embodies “SPIRIT” by demonstrating a commitment to the Clackamas County core values of Service, Professionalism, Integrity, Respect, Individual Accountability, and Trust in their work.

Creates a Respectful and Safe Environment by promoting a working environment and culture in which employees and all the youth, families, and victims we serve feel physically and emotionally safe and able to express themselves without repercussion. The ideal candidate is committed to serving diverse populations, and recognizes that all youth, families, and the victims we serve must be treated with dignity and respect, and must not experience discrimination, bias, or a lack of equity in services. These diverse populations include but are not limited to: people of all races, ethnicities, and national origins; lesbian, gay, bisexual, transgender, non-binary, gender diverse, gender-nonconforming, queer people, LGBTQIAA2S and any other people who identify as members of this community; individuals with physical or mental disability; people of all ages, religions, genders, political affiliations, veterans, and people of various socio-economic statuses.

Leads Employees by providing effective guidance and strategic direction to employees towards meeting the organization’s vision, mission and goals.

Puts Ethics into Action by holding himself, herself, or themselves to a high standard of professional, honest, and objective behavior in all dealings with or about youth, families, victims, stakeholders, community partners, and service providers. Maintains professional relationships and appropriate social, emotional and physical boundaries at all times with the youth and families the Juvenile Department is entrusted to serve.

Engages in Problem Solving by identifying creative options through communication and the analysis of data.

Possesses Project Management Competency as evidenced by effectively planning, sequencing, organizing, staffing, directing, and implementing a concept, service, program, practice, or initiative and by utilizing SMART action plans, principles of implementation science, evaluation techniques, and continuous quality improvement processes.

Serves as a Change Agent who manages and leads change effectively and supports innovation.

Engages in Excellent Communication by effectively and proactively exchanging information with other managers and supervisors, employees, and stakeholders in both verbal and written formats.

Builds and Sustains Cooperative Relationships by creating and cultivating relationships to garner support, raise awareness and build community partnerships.

Demonstrates Organizational Savvy by exhibiting astuteness about organizational culture and interpersonal relationships with both internal and external groups to identify opportunities of mutual interest and benefit.

Exhibits Strategic Adeptness by developing global vision and understanding to achieve organizational goals.

Engages in Self-Management as evidenced by the individual’s ability to manage and continually improve the individual’s own performance through thoughtfulness, self-awareness, self-motivation, personal accountability, and the ability to develop strategies to effectively manage tasks and personnel.

Duties may include but are not limited to the following:

• Plans, coordinates, assigns, directs, trains, coaches and supervises the support services team and administrative functions, which includes but is not limited to: Assigning and review work performance; Monthly, and as needed, team and individual check-ins/meetings; and Annual performance evaluations. Administrative functions include, but is not limited to: Court orders and E-court processing, Juvenile Justice Information System (JJIS) utilization and data enter accuracy, payroll, billing, restitution processing, personnel administration, risk management, information system administration, purchasing, assigned facilities projects as well as facility contact for non-project related items, fleet management, and clerical support.
• The department’s security coordinator for critical/sensitive systems like Criminal Justice Information Systems (CJIS), Law Enforcement Data System (LEDS), Juvenile Justice Information System (JJIS); and E-Courts, which includes, but is not limited to ensuring the department is in compliance with usage and security; notification to management of any miss-use or breach of systems; trouble shooting with agencies; controlling access both physical and digitally; training; documentation and audit coordination, and runs and interprets background checks for new hires, interns and volunteers, as well as assist department supervisors with youth finger printing tracking.
• Assists the Administrative Services Manager with business function, which can include, but is not limited to the following: Preparing, entering, reporting, and reviewing entries into OpenGov: Administering portions of the department’s budgets; submittals to Procurement and Contracts (PACs) division; and Contract purchase orders line items allocations and encumbrances. Assists the Administrative Services Manager with the department’s grants, which can include, but is not limited to the following: New grant application processing; Prepares grant applications and administers grant funds; Researches available grant funds and programs; and Monitors expenditures and collects data to prepare grant performance reporting and entry into grant systems reviews.
• Review of department non-represented procurement card transactions as well as review or processing of contract payments and obtaining payment processing approval/signatures if applicable.
• Conducts research studies and prepares reports on management problems; gathers and analyzes information on time, space, personnel, equipment, material and cost of recommended solutions; develops and approves programs for the effective use of office space, furniture, equipment, forms and supplies.
• Responsible for the department’s human resource functions for staff as assigned, including, but not limited to being the subject matter expert on recruitment of positions, processing departmental Personnel Action (PA) forms, record management, database(s) access, transfers and terminations for the Juvenile Department, liaison to the County’s Human Resources (HR) team for staff as assigned, departmental compliance, security of employee files, and the contents of the employee files are up-to-date meeting Standard in Human Resource Management (SHRM) compliance standards.
• Provides supportive environment to staff; communicates and monitors change management practices with employees.
• Provides and supports excellent customer service practices. Creates a culture of customer-focused service delivery, both with internal and external customers.
• Remains current with research on best practices, translates research to policy development and utilizes research in developing effective practices and services to achieve enhanced outcomes for clients; engages in quality assurance processes and monitoring, and works with the department’s management team to track policies, notify management team of old polices for review, and in conjunction with the management team, develop, revise, and implement department and applicable county policies.
• May act as a management liaison with stakeholders and community partners, as well as other County departments. This includes, but is not limited to safety committee, facilities, fleet, and with court administrator/clerical support staffing.
• Provide administrative support for different meetings, which includes but is not limited to notes for meetings that may have confidential and/or sensitive information, management/operations team meetings, HR related meetings, setup/tear down for meetings, meeting organization and planning, technical support such as video conferencing and presentation, and utilizing the county’s audio/video/internet meeting and conference technology.

This position is included in the County’s alternate workweek program, working 40 hours during a standard workweek of Monday through Thursday (Fridays off).

Please Note: Incumbent's schedule may be modified as needed to meet the business, training and/or operational needs of the Juvenile Department. Job responsibilities for this professional position may occasionally require work outside the standard workweek or a workweek in excess of 40 hours. Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.

This position is designated as on-site/in-person. It is expected that the selected candidate will perform duties at the specified on-site work location.

Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.

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ABOUT THE DEPARTMENT

The Juvenile Department provides prevention and early intervention services to at-risk youth, as well as case management for youth who have been referred to the department for delinquent behavior.

Its three-fold purpose is to hold juveniles accountable, protect public safety and provide intervention services directed at reforming the youth’s conduct.

The Juvenile Department’s programs are designed to have the youth restore the losses that they have imposed upon victims and the community at large. We accomplish this by using a strengths based case management approach and by providing opportunities to positively connect the youth in the community.

Mission Statement

The mission of the Clackamas County Juvenile Department is to provide equitable juvenile justice, family support, intervention, and reformation services to youth so they can repair harm to victims, experience positive change, and contribute to a safe, healthy and secure community.

Values

Integrity, Collaboration, and Excellence

Guiding Principles

• To honor diversity and to treat all persons with respect.
• To involve youth, families, and community partners in creating an effective and responsive department.
• To strive to be innovative leaders in the field of juvenile justice.
• To incorporate evidence based practices in our work with youth and families.
• To honor victim’s rights and interests throughout all phases of the justice system;
• To invite victim’s participation in determining how to meaningfully address harm.
• To provide opportunities for youth to repair harm to victims and communities.
• To engage youth to have positive involvement in their communities.
• To foster open communication and team work in a supportive work environment.
• To demonstrate ethical and honest behavior in all that we do.

Learn more about the Clackamas County Juvenile Department.

IMPORTANT INFO FOR APPLICANTS:

• To be considered for this position, attach your cover letter (not to exceed two pages) in the Resume/Cover Letter section of the application. Your cover letter and document filename should include your first and last name.
• In the body of your cover letter, please include responses to all Required Minimum Qualifications/Transferrable Skills listed. Do not provide a generic cover letter. Please personalize your cover letter for this position. We read every letter.
• PLEASE NOTE: Your application will not be considered if you don't submit a cover letter in the required format.

Clackamas County only accepts online applications.

Help With Your Application:

Application Process

Help with the Application

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or e-mail us. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

HOW TO CLAIM VETERAN'S PREFERENCE

Request Veterans' Preference

Learn more about the County's Veterans' Preference

VISA SPONSORSHIP

Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.

EQUAL EMPLOYMENT OPPORTUNITY

Clackamas 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.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.

IMPORTANT INFO FOR APPLICANTS:

• To be considered for this position, attach your cover letter (not to exceed two pages) in the Resume/Cover Letter section of the application. Your cover letter and document filename should include your first and last name.
• In the body of your cover letter, please include responses to all Required Minimum Qualifications/Transferrable Skills listed. Do not provide a generic cover letter. Please personalize your cover letter for this position. We read every letter.
• PLEASE NOTE: Your application will not be considered if you don't submit a cover letter in the required format.

Kelly Schaefer, Recruiter
KSchaefer@clackamas.us