What are the responsibilities and job description for the Office Specialist 2 - Indexer - Part-time position at Marion County, Oregon?
GENERAL STATEMENT OF DUTIES
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures.
SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.
SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.
Indexing and Verification
Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar. Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.
Physical Requirements
Stands; sits; moves about the work area; bends forward; reaches overhead; lifts, pushes, pulls, and carries up to 35 lbs.; moves carts weighing up to 35 lbs.; operates a keyboard; speaks clearly and audibly; reads an 8 pt. font; distinguishes colors and shades; hears a normal level of speech; works in areas that may be uneven or exposed to dust.
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures.
SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.
SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.
Indexing and Verification
- Perform data entry (indexing of recorded documents) and verification of that data for recorded land records in the Marion County Clerk’s Office.
- Review and abstract recorded land record information (including names of sellers/buyers, document types, date/time of transactions, etc.), index as required by law and office policies.
- Scan documents, perform quality control on scanned documents, and return (mail or ship out) recorded documents to submitters; assist with back scan projects; miscellaneous clerical tasks and organizing within the office to ensure efficient service.
- Provide direct customer service with general public. Be able to serve as a backup for recording documents pertaining to real property, process a variety of documents for the public, process marriage licenses, domestic partnerships, passport applications, liquor licenses, etc. Assist public in person, via phone and e-mail providing a resource and referral to other government agencies; provide research services to the public.
- Interpret statutes relating to all phases of property records and marriage licenses.
- Assist in administration of elections as assigned and needed.
- Assist with Property Tax Appeals Board; Records Management, including archiving; and Clerk Administration, including Commissioner’s Journal.
- Perform other duties as assigned by your supervisor.
- High school diploma or equivalent; AND
- One year of general office experience; OR
- Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.
- Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.
- The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.
- This assignment is represented by a union.
- This is a part-time position, which is eligible for overtime.
- Typical Work Schedule: Monday through Friday, days, 20 hours per week with schedule to be determined based upon the needs of the department and program.
Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar. Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.
Physical Requirements
Stands; sits; moves about the work area; bends forward; reaches overhead; lifts, pushes, pulls, and carries up to 35 lbs.; moves carts weighing up to 35 lbs.; operates a keyboard; speaks clearly and audibly; reads an 8 pt. font; distinguishes colors and shades; hears a normal level of speech; works in areas that may be uneven or exposed to dust.
