Office Specialist - Housing Authority

Office Specialist - Housing Authority

Salary

$19.80 - $26.54 Hourly

Location

Salem, OR

Job Type

Full-time Regular

Job Number

HA12006-2026-1

Department

Housing Authority

Opening Date

10/29/2026

Closing Date

11/12/2026 11:59 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

HA

• Description
• Benefits
• Questions

Marion County requires on-site work. Remote work is not available.

GENERAL STATEMENT OF DUTIES

Independently performs administrative support activities, of a complex or highly technical clerical nature which requires advanced or specialized training and skills. Other duties include Housing Quality Standards (HQS) Inspector /NPSIRE Inspector, (training will be provided), which inspects rental properties of participating properties in the Housing Choice Voucher program, to ensure they meet the health and safety Housing Quality Standards established by HUD.

SUPERVISION RECEIVED

Works under the general supervision of a higher-level administrative or professional employee, who assigns work, sets goals and reviews work for conformance to office standards and compliance with department goals.

SUPERVISION EXERCISED

Supervision of other employees is not a responsibility of positions in this classification.

Typical Duties - Duties include, but are not limited to the following

• In consultation with supervisor, monitors and prioritizes projects and assignments for office staff; provides backup support to staff when needed.
• Processes complex or technical materials such as legal forms, formal documents, and records where specific procedural requirements are somewhat complicated, and where accuracy and effectiveness are critical to conform with labor contract or laws.
• Effectively operates complex equipment and office machinery; may serve as departmental liaison with service and vendor personnel on maintenance issues; reconciles routine problems by consulting technical manuals.
• Maintains files of stored documents; updates and purges files according to division/department guidelines; consults with program and office staff to establish, revise clerical systems, files, and recordkeeping procedures to meet specific program needs.
• Provides complex or technical information which requires the interpretation of office or program policies and procedures to facilitate office operations or assist the public; meets and greets the public and directs individuals to appropriate staff.
• Examines complex or technical documents and records for completeness and accuracy; interprets data for proper input to program formats; determines necessary changes or additions to data gathered or entered; enters complex or technical data.
• Read, interpret, and implement HQS, HUD regulations, building codes, and MCHA policies.
• Conduct HQS inspections of units utilized by participants in the Section 8 program units to determine their physical condition and conformance to applicable HQS regulations and HUD guidelines. Identify and record violations/needed repairs.
• Complete inspection reports on a timely basis.
• Perform follow-up inspections to determine that required repairs are completed prior to contract commencement or continuance.
• Schedule and perform HQS Bi-Annual, Special and Re-inspections for the Section 8 Housing Programs.
• Deal tactfully with and maintain effective working relationships with co-workers, landlords, program participants, the public.
• Performs other related duties as assigned.

Requirements for the Position

EXPERIENCE AND TRAINING

• Graduation from senior high school; AND
• Two years of general office experience, including at least one year of experience utilizing a variety of computer software programs; OR
• Any equivalent combination of experience and training that demonstrates possession of the required knowledge, skills and abilities.

SPECIAL REQUIREMENTS

• Must possess a current drivers license in the applicants state of residence and an acceptable driving history. Must be insurable at standard rates. Marion County will obtain a copy of the driving record for selected applicants from Driver and Motor Vehicle Services.
• The finalist for this position may be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• This position is not represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, days, with flexibility depending upon the needs of the department and program.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of accepted modern office practices, procedures and techniques; English composition, spelling and grammar; arithmetic, clerical/accounting principles and processes.

Some knowledge of supervision and training techniques; concepts and techniques of prioritizing/organizing work; applicable program policies and procedures and/or rules, regulations and statutes depending on assignment of duties and responsibilities.

Substantial skills and abilities to independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies; meet and assist the public, staff, clients and others in a courteous, professional manner; comprehend and adhere to oral and written instructions, communications and procedures; apply basic principles, policies and procedures to specific work assignments; operate modern office equipment; type or operate the keyboard of specific office equipment accurately and at an acceptable rate of speed; teach other staff particular work assignments and the operation of sophisticated office equipment.

PHYSICAL REQUIREMENTS

Operates a motor vehicle; sees using depth perception; stands; sits; moves about the work area; bends forward; stoops; climbs stairs; crawls; reaches overhead; lifts up to 30 lbs.; pushes/pulls and moves carts weighing up to 50 lbs.; carries items; operates a keyboard; uses rapid mental/eye/hand coordination; speaks clearly and audibly; reads a 12 pt. font; distinguishes colors and shades; hears a normal level of speech; works with around noise; wet and uneven areas; exposure to chemical; heat, cold, humidity and dust; possible risk of exposure to OSHA Blood/Body Fluid (BBF) exposure; must be able to operate a variety of machinery and equipment including office equipment such as computers, fax machines, and copy machine; repetitive motions are essential.

PUBLIC SERVICE LOAN FORGIVENESS

Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP

Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

• One of the following:

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR

• Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR

• Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents, Disabled Veterans must also submit one of the following:

• A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR

• Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation, through Human Resources, in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mail Human Resources if you wish to request an accommodation.

Marion County Housing Authority offers the following to its employees:

• Competitive wages

• Medical, prescription, vision and dental health coverage. Coverage begins after the first full calendar month of employment. Employees pay 5 percent per month of the insurance premium for coverage through payroll deduction.

• Life insurance and long term disability paid by employer.

• Additional Life insurance at employee cost and through payroll deduction. (Optional)

• Employee Assistance Program (EAP) paid by employer.

• PERS Retirement System. Marion County Housing Authority pays the 6% contribution.

• 457 Deferred Compensation plan, participation is optional, at employee cost through payroll deduction.

• Employees receive the following paid holidays:

• New Years Day - January 1st

• Martin Luther King, Jr. Day - 3rd Monday in January

• Presidents Day - 3rd Monday in February

• Memorial Day - last Monday in May

• Independence Day - July 4th

• Labor Day - 1st Monday in September

• Veterans Day-November 11

• Thanksgiving Day-4th Thursday

• Christmas Day - December 25th

• Two Floating Personal Holidays (employee chooses dates to use during the calendar year)

• If a regular holiday falls on Saturday, it will be observed on the preceding Friday; if a regular holiday falls on Sunday, it will be observed the following Monday.

Vacation Leave Accruals

• 13 days per year

Sick Leave Accruals

• 12 days per year

Bi-weekly Payroll

01

To receive credit for your supplemental questions, your answers must be supported by details in the education and/or work experience section of your application form. "See resume" is not an acceptable answer. Do you understand this statement?

• Yes
• No

02

Do you have a high school diploma or equivalent?

• Yes
• No

03

Please indicate how many years of full-time general office work experience you have. (One year of work experience is equal to 2,080 hours)

• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 3 years
• 3 years to less than 4 years
• 4 years to less than 5 years
• 5 years or more
• None of the above

04

Please specify the place(s) of employment where you gained the work experience listed in the previous question. Write NA in the box if this question does not apply to you. Experience listed in this answer must be supported by the work experience section of your application. "See resume" is not an acceptable answer.

Required Question

Employer Marion County

Address PO BOX 14500

Salem, Oregon, 97309

Phone (503) 566-3949

Website https://www.co.marion.or.us/HR/Pages/jobs.aspx