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Office Specialist 2, Management Assistant

Oregon State Penitentiary (Salem)

Oregon Department of Corrections

Are you looking to be part of a team of dedicated and passionate professionals? Apply today to start your career as an Office Specialist 2 with the Oregon Department of Corrections at the Oregon State Penitentiary (OSP) in Salem, Oregon. This is an onsite position in an office environment, and regular in person attendance is required.

This position is represented by the Association of Oregon Corrections Employees (AOCE) labor union. This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

About the Job – Your Role

The primary function of this position is to provide essential administrative and clerical support to the Superintendent's Office. This position provides administrative support to the Superintendent, Assistant Superintendent, and other members of the management team as assigned. This role is responsible for a variety of general office tasks, including word processing, data entry of confidential information, maintaining alpha and chronological filing systems, ordering supplies, and assisting with special projects as needed.

This position is responsible for scheduling attorney and other professional appointments, coordinating with county courts, the Department of Justice, special housing units, and other institutions to arrange AIC (Adults in Custody) video conferences, teleconferences, and in-person professional visits. The role includes troubleshooting video equipment and connection issues, logging and tracking all video conferences, and coordinating depositions with the Department of Justice. Receiving and screening incoming telephone calls, redirecting inquiries to appropriate personnel, making referrals, and responding to general questions. Responsibilities also include conducting Law Enforcement Data System (LEDS) checks for employees, tour groups, professional visitors, and the Parole Board, as well as maintaining multiple computerized tracking documents.

Minimum Qualifications

Your application materials will be reviewed to verify that you have:

• Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
• An associate degree in any field; OR
• An equivalent combination of education and experience.

Requested Skills

• Managing calendars, and scheduling appointments, meetings, and conferences.
• Operating a multi-line telephone system and screening incoming calls.
• Updating and maintaining office manuals and standard operating procedures.
• Providing excellent customer service to a variety of internal and external stakeholders.
• Strong verbal and written communication skills, including experience responding to various types of communications.
• Maintaining and filing documents using both alphabetical and chronological systems.
• Troubleshooting basic issues with video/audio equipment and conferencing technology.
• Scheduling and coordinating professional visits, meetings, and calls.
• Exceptional organizational skills, including prioritizing tasks, attention to detail, and the ability to multitask in a fast-paced environment.
• Handling confidential and sensitive information with discretion.
• Preparing reports, memos, and professional correspondence, including proofreading for clarity, grammar, punctuation, spelling, and formatting accuracy.
• Knowledge or experience with SPOTS (Statewide Procurement and Ordering Tracking System).
• Receiving, sorting, and distributing incoming and outgoing mail.
• Proficiency in Microsoft PowerPoint.
• Ability to interpret and apply statutes, rules, regulations, policies, procedures, and guidelines.

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Preferred Skills

• Experience working with the AS400 system.
• Experience working with Automated Financial Accounting Manufacturing Inventory System (AFAMIS).
• Previous work experience in a law enforcement or correctional environment.
• Certified Public Notary.
• Certification in CJIS/LEDS (Criminal Justice Information System/Law Enforcement Data System).

Application Information

• In the Work Experience section of your application make sure to include the dates and duties of all relevant positions and details to support how you meet these attributes. If you do not include education or work experience meeting the minimum qualifications, you will not be considered for the position. Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview. Applicants must meet the minimum qualifications on or before the job posting close date.
• The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submittal. These questions are necessary to complete the application process.
• Please monitor both your email and Workday account for updates regarding this recruitment.
• As part of our selection process, we may require additional assessment stages, such as written exercises, to further evaluate candidates’ qualifications. Meaningful participation in these exercises is required for all applicants moving forward in the process. Failure to complete the required exercise(s) within the specified timeframe will result in disqualification from consideration. All candidates who successfully complete these screening stages and meet the necessary requirements will advance to the next stage in the selection process.
• Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline.

Working Conditions

This position is located within the Oregon State Penitentiary and requires regular, direct contact with adults in custody in a secure institutional setting. Candidates must be prepared to respond appropriately to potentially hostile or unpredictable situations. Responsibilities include maintaining safety and security protocols, such as preventing escapes by strictly controlling keys, tools, equipment, and contraband, and thoroughly documenting any unusual incidents.

The role also requires working independently in an office setting, frequently handling sensitive and confidential information. The work environment is fast-paced and can involve considerable pressure, frequent interruptions, shifting priorities, and strict tracking and reporting requirements.

About the Department

The Oregon Department of Corrections is responsible for over 12,000 adults in custody in 12 state prisons throughout Oregon. It advises and evaluates counties regarding administration of probation and parole programs supervising more than 24,000 offenders in Oregon communities. The mission is to protect communities, promote accountability, and transform lives.

The Oregon Department of Corrections serves a diverse and changing population of people who are incarcerated and on supervision. We commit to creating an organization both reflecting the diversity of the population we serve and ensuring all employees thrive in a culture of safety, trust, and belonging. We strive to be an anti-racist corrections system. Welcoming, inclusive, and respectful of all people. Free of discrimination, harassment, and retaliation.

The Department offers a variety of programs and opportunity to create a safe and healthy environment to for our staff, volunteers, and adults in custody. Joining the Oregon Department of Corrections is joining a team working for the benefit of our communities through innovative and proven correctional practices.

Benefits

The salary range listed above is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted range to reflect an additional 6.95%.

The State of Oregon provides a generous benefit package, which includes:

• Family health, vision, and dental insurance
• Vacation, sick leave, and 11 paid holidays
• 21 days paid military leave for national guard and reserve components
• Optional short and long-term disability
• Term life insurance
• Fully paid retirement program
• Oregon Saving Growth Plan
• Flexible spending accounts for health and childcare
• And more

About the Process – What to Expect

• After the application deadline, a recruiter will review submissions for education and experience to identify candidates who best fit the minimum qualifications and requested skills.
• Top candidates will be referred to the hiring manager.
• The hiring manager will review your application and schedule interviews.
• Interview will be held with a panel of stakeholders who have completed panel assessment training. Scores will be determined based on predetermined questions and scoring guides. Preferences points will be applied in compliance with relevant laws and bargaining agreements. There may be multiple rounds of interviews.
• Final candidates will have a background check, PREA check, and reference checks.
• A Classification and Compensation analyst will review the Workday Application of the successful candidate to determine starting wages. Learn more about Equal Pay.
• A job offer will be extended through Workday to the successful candidate. Congratulations, and welcome to the team!

Requirements for Employment

The successful candidate for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, there may be some felony convictions that could disqualify you for this position. However, having a felony record does not exclusively restrict you from being considered as an applicant. CJIS clearance is done at the conditional job offer. If you have questions about whether or not your criminal record could disqualify for you, please contact the recruiter for more information.

Additional Information – Please monitor your Workday and email accounts. You may be contacted through Workday or have additional tasks to complete.

Equity, Diversity, Inclusion, and Belonging (EDI&B) is embedded in the Department of Corrections core values. The department strives to be a model employer committed to promoting diversity, equity, inclusion, and belonging. Ensuring legal compliance, efficiency, and exceeding expectations to deliver the best public services.

We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. Additional information can be found from The U.S. Equal Employment Opportunity Commission (EEOC) Know Your Rights.

The Oregon Department of Corrections is responsible for complying with the Federal Prison Rape Elimination Act (PREA 42 U.S.C. 1997). PREA prohibits the Oregon Department of Corrections from hiring, promoting, or contracting with anyone, (that will have direct contact with residents), who has engaged in, been convicted of, or been civilly or administratively adjudicated for engaging in sexual abuse in confinement settings. Learn more about PREA.

Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our veterans’ preference page for details about eligibility. Please note – if you are a veteran, you will receive a task in Workday to upload your documents immediately after you submit your initial application. You will have up until 24 hours after the posted application deadline to submit the appropriate documentation.

Questions

If you have questions about the position, selection process, or need accommodations to participate in the recruitment process please contact the recruiter and reference the requisition number.

Recruiter: Maria Arellano, [email protected]

Reference Number: 184885

• Workday will timeout after 15 minutes of inactivity. You may lose progress on your application.
• Workday performs weekly maintenance Friday evenings, and the system may be down for several hours.
• ODOC does not offer visa sponsorship. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States.
• This applicant list may be used to fill future vacancies. Application information may be used throughout the entire selection process. This process is subject to change without notice.
• This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract. The pay and benefits on all announcements may change without notice.