What are the responsibilities and job description for the Office Specialist 2 - Community Development - Housing Division position at Tillamook County?
Position Summary
Department: Community Development - Housing Division
Union Affiliation: AFSCME
Work Schedule: Monday - Thursday
Total Hours Per Week: 40
This 2-level classification series performs clerical and administrative support work in various settings. Office Specialist 2 staff frequently interact with internal and external stakeholders, resolving inquiries, interpreting policies, and assisting in workflow coordination. While this position does not have supervisory authority, it may provide guidance or training to Office Specialist 1 employees to ensure efficient office operations.
Qualifications
Required Qualifications (Minimum qualifications for this role)
Education
- High School diploma or equivalent.
- Two (2) years of progressively responsible office or clerical experience.
- An equivalent combination of education and experience.
- If driving is required, must possess a valid Oregon driver’s license and maintain an acceptable driving record.
- Must pass a pre-employment criminal history background investigation.
- Some positions may require fluency in Spanish.
Essential Duties
Duties assigned to this classification include, but are not limited to, the following examples.
- Serve as a primary point of contact for the public, external agencies, and internal staff, responding to inquiries that require substantive program knowledge.
- Process and maintain records, applications, and official documents with attention to accuracy and compliance with legal or regulatory requirements.
- Assist with financial transactions, such as processing invoices, reconciling accounts, issuing permits, or managing departmental budgets.
- Research and resolve customer issues related to records, accounts, or applications, applying judgment to determine appropriate solutions.
- Maintain and update complex databases, ensuring data integrity and accuracy in reports and tracking systems.
- Provide administrative support for specialized projects, coordinating documentation, scheduling, and communication among stakeholders.
- Generate detailed reports, compile statistics, and draft correspondence based on research and departmental needs.
- Train or provide guidance to Office Specialist 1 employees and assist with workflow coordination.
- Perform advanced clerical tasks such as proofreading legal documents, formatting technical reports, or tracking compliance-related deadlines.
- Operate and troubleshoot office equipment, ensuring the proper maintenance of records and files.
Department – Community Development, Housing Division:
Attend monthly Tillamook County Housing Commission meetings and provide administrative support at meetings. Attend other housing-related meetings and trainings at the request of the Community Development Director.
Maintain Housing Commission meeting documents and recordings and manage public information requests related to these meetings.
Maintain Tillamook County Housing Commission webpage and social media accounts. Provide administrative support to the Tillamook County Housing Commission Education and Outreach Subcommittee.
Receive and disseminate documents to Department Director, Housing Coordinator and Housing Commission. Scan and maintain all related documents into County database.
Assist with administrative tasks for annual Housing Production Solution Fund Program. Help maintain documents that ensure the integrity of that program.
Assist with data collection reporting to local and state entities related to housing production and housing grant or loan agreements.
Answer telephone inquiries and emails from the general public related to housing division programs.
Attend developer meetings with Housing Coordinator and Community Development Director to assist with administrative support for future housing projects.
Ensure the public seeking assistance related to housing programs has been provided with requested information and assist in submitting completed County forms.
Provide assistance as necessary within the guidelines of the department. Maintain and create departmental form templates.
Performs additional duties as assigned.
Supplemental Information
Supervisory Controls
Working Conditions
Mental effort
Physical effort
Minimal: The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, laptop bag, or small parts; or driving an automobile. No special physical demands are required to perform the work.
Everyday Risks/Discomforts: require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.
Selection Process
Following the closing date of this recruitment, if you are selected for an interview, you will hear from us by email to arrange a date and time. We want to ensure that we hire the best possible staff for our county team, because we believe that the right people are our most valuable asset!