Office Specialist Bilingual (Spanish)

Job Description

ABOUT US

At the County of Marin, our employees overwhelmingly report feeling their work is meaningful, they like the work they do, and they are proud to tell people “I work for the County of Marin.” Discover more about us, our v alues and our organizational culture on the Department of Human Resources website . Read on to find out more about this opportunity.

DEPARTMENT OF HEALTH & HUMAN SERVICES :

At Health & Human Services, we serve our community through the values of support, unity, trust and excellence with one common goal: to promote and protect the health, well-being, safety and self-sufficiency of all in Marin. Join our team of bright, committed, and energetic people who also want to make an impact through public service.

ABOUT THE POSITION

There is currently one (1) full-time fixed-term vacancy in the Department of Health & Human Services, Division of Social Services, Children and Family Services Program, Office Specialist Unit.

The Office Specialist position provides administrative and technical support for Children and Family Services (CFS). They work across a divisional team that includes a division director, program managers, supervisors, and line staff. In addition, they may interact with parents, foster parents and community partners to assist in the support and completion of ongoing activities required by CFS. Duties may include maintaining databases with essential information, processing documentation for benefits issuance, completing background checks, scheduling, administrative coordination for foster care placements and tasks such as preparing placement packets, collection of data and assistance with preparing reports and filing legal reports with the Court. The position requires proficiency in Microsoft Office Suite as well as the ability to learn other systems unique to CFS. The position will provide support to the entire staff and serve as an integral member of the CFS Office Specialist team.

There is a total of six Office Specialist positions within Children and Family Services. Two of the Office Specialists support the Court Desk operations of the Department. Two other Office Specialists support the general administrative needs of the office. One Office Specialist supports the Resource Family Approval (RFA) and Placement Units. The remaining Office Specialist supports the Behavioral Health Practitioners.

A CFT/CANS Office Specialist coordinates all aspects of Child and Family Team (CFT) meetings and Child and Adolescent Needs and Strengths (CANS) processes. This includes tracking referrals, entering families into the CFT system, scheduling and/or rescheduling meetings with all involved parties, creating Zoom links and calendar invites, maintaining accurate CFT and CANS trackers, and entering action plans, notes, and assessment results into CARES. The Office Specialist sends required surveys and brochures, gathers CFT documentation from external providers, tracks youth served by various agencies, and monitors CANS completion and certification timelines. They also organize collaborative meetings with YFS, CFS, and Probation, support quality improvement activities, and work closely with data staff to prepare reports, ensuring all CFT and CANS processes run efficiently and remain up-to-date.

The duties of the Court Desk Office Specialists include interfacing with the Marin County Superior Court to file court reports, hearing notices, obtain Court records, communicate with legal parties and clients about Court calendars and matters, and provide administrative support to Department social workers and staff about specific Court-related matters. This position utilizes specific databases and tools to work closely with other Office Specialists, Social Workers, County Counsel, and leadership to perform their job duties.

The duties of the RFA and Placement Units Office Specialist include processing applications for foster care benefits, obtaining Livescan results and conducting additional background record checks, compiling RFA packets for potential Resource Parents, creating, compiling, and filing RFA related documents, communicating directly with Resource Families, opening/transferring/closing Resource Homes in CWS/CMS, and providing administrative support to Department Social Workers on RFA related matters. This position utilizes tools and databases specific to RFA and works closely with other Office Specialists, the RFA and Placement Units, and the leadership team to successfully perform their duties.
The duties of the General Admin Office Specialists include answering the main phone line for the office and directing callers to the appropriate destination, purchasing, logging, and distributing gift cards, purchasing office supplies, sending invoices for approval and payment, scheduling meetings as assigned by Division Director and/or Program Managers, being the main point of contact for drug testing referrals, being the point of contact for copier and printer repairs/ink replacement, audit and track files to place in or retrieve from storage, organize and maintain the copy room and file room, and work closely with the other Office Specialists and leadership team to successfully perform their duties.

Fixed-Term:
This is a fixed-term position. This position is budgeted through August 31st, 2028. However, there may be opportunities for the hired individual during this time-period to move to a regular, ongoing position as other vacancies or promotional opportunities occur, or the position may be funded and convert to an ongoing position. Fixed-term employment ends when the position’s funding finishes, or the work is completed. Employees in these positions are exempt from the County’s policies regarding lay-off order and reduction-in-force rights.

Bilingual Testing:

Bilingual Testing/Certification: The successful candidate must possess bilingual skills and must demonstrate proficiency in both Spanish and English prior to appointment. A bilingual proficiency exam will be administered to ensure the candidates possess the appropriate skill level to meet the requirements .

ABOUT YOU

Our Highly Qualified Candidate
The ideal candidate is organized, dependable, detail-oriented, and able to work independently and with a team. In addition, this candidate will have excellent time management skills, the ability to multi-task and prioritize work and identify ways to make clerical tasks more efficient. This person must demonstrate proficiency with the Microsoft Office suite of tools (Outlook, Word, Excel, PowerPoint, Teams and SharePoint) and possess the technical ability to learn new databases as needed. The ideal candidate will have experience launching new projects, gathering information, making recommendations in the development of new systems and/or programs and must have excellent written and oral communication, a positive attitude, creativity, and strong critical thinking skills. In addition, the ideal candidate will be familiar with and have experience with government social services programs.

QUALIFICATIONS
Knowledge of

• The activities and functions of the department or program to which assigned.
• Standard office applications including word processing, spreadsheet and database systems.
• Standard office practices and procedures and practices, including filing and retrieval systems, business correspondence formats and the operation of standard office equipment.
• Correct business English.
• Business mathematics.
• Techniques for dealing with the public in person and over the telephone.
• Basic principles and practices of lead direction depending on assignment.
• Technical terminology and equipment related to the work.
• Basic claims management, including Workers' Compensation and liability depending on assignment.

Ability to

• Perform complex, technical and responsible office administrative work independently and accurately.
• Use county-wide and assignment-specific systems.
• Interpret, apply and explain policies, procedures and regulations related to the operations of the department or program. Prepare a variety of specialized reports, correspondence, and other written materials utilizing and summarizing data from multiple sources.
• Perform accurate mathematical and/or statistical calculations.
• Assess office procedures and make effective recommendations for improvement.
• Communicate effectively both verbally and in writing sufficient to convey information and instructions to the public and other employees which may involve situations requiring tact, courtesy and poise.
• Depending on assignment, plan, direct and review the work of a small support staff; and train staff in work procedures.
• Represent the department or program on task forces and committees.
• Establish and maintain effective working relationships with those encountered during performance of duties.

PLEASE NOTE: The benefits described herein do not apply to temporary (contingent) or to part-time employees that work less than 50%.

COUNTY OF MARIN BENEFITS: GENERAL
Below are some of the excellent benefits the County offers. More information about our benefits can be found on the Marin County's Benefits Homepage .

Paid Time Off : Competitive vacation accrual; 12 holidays per year; and generous sick leave accruals. Additional types of paid leaves are available for some bargaining units.

Health Plan : Choice of four health plans (two Kaiser HMOs, Western Health Advantage HMO, and an Anthem Blue Cross PPO) along with dental through Delta Dental PPO, and vision through Vision Service Plan (VSP). There is a County contribution toward the premiums (the contribution amount varies depending on coverage tier elected such as employee only, employee + 1, employee + family). Plus, the County offers excellent Life Insurance, Disability, Flexible Spending Plans, a Dependent Care Assistance Program, professional development and more.

Retirement : Defined benefit plan under the County Employees Retirement Act of 1937. More information can be found online at www.mcera.org.

IRS 457 Plan : Choice of pre-tax or post-tax (Roth) employee contribution up to the IRS annual maximum.

Retiree Medical : The County provides access to group health plan coverage to eligible retirees.

For specific questions regarding the employment process, please contact Human Resources at (415) 473-6104. For additional details about the benefits or retirement, please contact the Benefits Division at (415) 473-2197.

*IMPORTANT NOTE: Benefits described herein do not represent a contract and may be changed without notice.

Closing Date/Time: 10/26/2026 11:59 PM Pacific