Executive Assistant

The Washington County Sheriff's Office is seeking an experienced Executive Assistant to provide confidential and complex administrative duties in support of the Sheriff and Sheriff's office executive-level management. The Executive Assistant position requires exceptional organizational, coordination, and communication skills and will serve as a liaison for the Sheriff, both internally and externally, while representing the Sheriff's Office to various stakeholders.

Our Ideal Candidate is a proactive detail-oriented individual with exceptional problem-solving skills. They will be adaptable to a fast-paced environment with the discretion to handle confidential information. Additionally, the successful candidate will be experienced with Microsoft Office 365 Suite products and be skilled at learning new software quickly.

This position may be eligible for a hybrid work schedule after initial onboarding and is subject to department need. Additionally, this position will require attendance to meetings scheduled outside of regular business hours.

About Washington County's Sheriff's Office

The Washington County Sheriff's Office (WCSO) is a full-service law enforcement agency located in Hillsboro, Oregon, serving the residents of the county's urban and rural areas. WCSO enhances public safety by fostering professionalism, compassion, and trust within its team and the communities it serves. WCSO is the primary first responder for unincorporated residents, offering services from routine patrol and crime investigation to specialized teams. The WCSO also operates the county's only jail and provides services to cities within the county on a contract basis.

To learn more about us, please visit this link: Sheriff's Office

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role, even if you believe you do not meet all of the hiring criteria described in the minimum qualifications.

Key responsibilities of this position include:

1. Maintains background files for all Sheriff's Office employees and coordinates authorized release of information to other agencies and departments within Washington County.
2. Acts as the primary notetaker for the Sheriff and executive team in meetings, transcribes decisions and action items and creates an official record for future reference and accountability; maintains Sheriff's records and presentations for planned events organizing all logistics and details of the off-site and on-site meetings to include location, agenda, and catering.
3. Assists Division Commanders and Supervisors with personnel and discipline related documentation; coordinates background checks, manages employee requests, handles correspondence related to resignations, recruitment support, and on-boarding new employees.
4. Provides assistance and oversight related to confidential accreditation standards, administrative reviews, demands to bargain, grievances, employee evaluations, internal affairs investigations, and community member complaints.
5. Supervises, trains, and assists in the evaluation of administrative support staff within respective executive work unit; manages performance; assists employees in correcting performance deficiencies; and implements discipline procedures.
6. Supervises and coordinates a broad range of office management functions, to include calendar management for meetings, appointments, training, and events to remove any scheduling conflicts for the Sherif; ensure all documents and materials are prepared in advance; track and follow up on deadlines for outstanding items; track the spending and budget for executive administration.
7. Plans travel and prepares itineraries to include flights, hotels, and rental cars. Completes travel follow-up documentation in a timely manner, including finalizing travel expense report.
8. Develops annual work plan for the administrative support team, including establishing priorities for process improvements, investment in technology, staff training, tools, and equipment.

Education and Experience:

• A Bachelor's Degree in Public or Business Administration, English, Communications, or a related field, AND four (4) years of administrative and office management experience providing confidential support to an executive office. OR
• An associate degree in Public or Business Administration, English, Communications or a related field, AND six (6) years of administrative and office management experience providing confidential support to an executive office. OR
• Eight (8) years of administrative and office management experience providing confidential support to an executive office.

Additional Licenses, Certificates, Physical Abilities and Specialty Requirements:

• Must successfully pass a background investigation conducted by the Sheriff's Office.

This position is classified as Executive Assistant. Classification descriptions are typically written broadly. To review the full information of this classification, please use the following link here.

Please be clear and specific in the applicable sections of the employment application about how your background is relevant. This information must also be consistent with your supplemental question responses. Please note: Answers to the supplemental questions are typically evaluated separately from your application.

1. Apply today! In lieu of a resume, you are required to complete and submit an online application, which will be used to screen for minimum qualifications (MQs) and to determine starting pay in accordance with the provision of the Oregon Equal Pay Act.
2. MQ Review: HR will screen applications for MQs after the posting closes on June 22, 2025.
3. Subject Matter Expert (SME) Review: Depending on the number of applicants that meet MQs, a SME panel may perform an in-depth evaluation of your application materials, including your responses to the supplemental questions. This process will begin after June 23, 2025.
4. Panel Interview(s): Our goal is to schedule panel interviews with the top six to eight (6-8) candidates who successfully pass the SME Review as soon as possible.
5. Background Investigation: The selected finalist(s) for this position must be able to pass a thorough background investigation conducted by the Sheriff's Office. The background Investigation for this position typically take 6-8 weeks to complete so you will want to plan accordingly. The information that will be required when you complete the Personal History Statement includes, but is not limited to:
   • Employment Information (past 10 years or back to age 17; 3 co-workers will be requested from each past employer)
   • Residential Information (past 10 years or back to age 17)
   • Financial Information
   • References (6 without using the same people as coworker or supervisor references)
   • Family Member Information
   • Driving History
   • Past/Present Drug Use and/or Controlled Substances
   • Criminal History
6. Conditional Offer: The Sheriff's Office will extend a conditional offer of employment, conditional on passing a drug screen.
7. Offer of Appointment: Human Resources will conduct a salary analysis for the successful candidate(s) and extend an offer of appointment.
8. Start Date: A start date will be determined after all conditions of employment have been met.

Our Commitment to You
We are committed to using a merit-based system in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities. Washington County values a culture of equity, diverse perspectives, and life experiences. Our organization embraces innovation, collaboration and work-life harmony. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our diverse community. We are an equal opportunity employer with a commitment to diversity and an inclusive workforce. Women, minorities, veterans, and people with disabilities are encouraged to apply.

Veterans' Preference
If you are a Veteran and would like to be considered for a Veterans' preference for this recruitment, please review instructions using this link: Veterans' Preference Points.
Accommodation under the Americans with Disabilities Act

Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in the selection process for this recruitment. To obtain confidential assistance please contact Human Resources 503-846-8606, or e-mail: Careers@washingtoncountyor.govat least 48 hours before any step in the recruitment and selection process for which you feel you need accommodation.
Status of Your Application
You will be advised by e-mail of your status at each step in the application process, from initial application to final employment disposition. If you "opt out" or "unsubscribe" from email notifications from NEOGOV it will impact our ability to communicate with you about this and other recruitments.

Additional Resources:

• New to GovernmentJobs.com? Visit https://www.governmentjobs.com/home/applicationguide for a comprehensive, step-by-step guide on the application process.
• For technical support, contact Government Job's Live Application Support at 855-524-5627.

Questions (??'s) Regarding This Recruitment: Laura Aranda, Talent Acquisition Business Partner Email:Laura_Aranda@washingtoncountyor.gov