Office Specialist 2, Superintendent's Office (Salem)

Initial Posting Date: 10/30/2024 Application Deadline: 11/13/2024 Agency: Department of Corrections Salary Range: $3,830 - $5,014 Position Type: Employee Position Title: Office Specialist 2, Superintendent's Office (Salem) Job Description: Office Specialist 2, Superintendent's Office (Salem) Oregon Department of Corrections Are you looking to join a team of passionate professionals? Apply today and begin your career as an Office Specialist. This exciting employment opportunity is with the Oregon Department of Corrections at Oregon State Penitentiary (OSP) in Salem, Oregon. The position is Monday through Friday from 7:30am - 4:00pm. About the Job - Your Role As an Office Specialist in the Superintendent's Office, you will provide essential support services to the Superintendent's Office. This position is responsible for general office support functions including word processing, data entry of confidential information, extensive filing of documents, ordering supplies, and special projects as needed. This position arranges legal-professional appointments, court hearings and assists in answering calls and questions from community members and stakeholders. This position is represented by Association of Oregon Corrections Employees, (AOCE). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute. Minimum Qualifications 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 * Customer Service for a variety of stakeholders; * Managing calendars, scheduling appointment, meetings, and conferences; * Experience with Multi-line Telephone System and screening incoming telephone calls; * Updating and maintaining office manuals; * Strong communication skills (verbal and written); * Maintaining and filing (alpha, chrono) documents; * Troubleshoot problems with video/audio equipment and connections; * Scheduling professional visits and calls; * Experience in answering communications; * Organizing, prioritizing, attention to detail, multi-tasking, and fast paced organization; * Managing and working with confidential and sensitive information; * Preparing a variety of reports, memos, different types of correspondence (proofreads documents for general clarity, punctuation, grammar, spelling, capitalization and typographical errors); * Knowledge or experience working with SPOTS; * Receiving and sorting incoming and outgoing mail; * Experience with Microsoft PowerPoint; * Interpret and apply statutes, rules, regulations, policies, procedures, and guidelines. Preferred Skills: * Experience with AS400 system; * Experience with AFAMIS system; * Experience working in a law enforcement or correctional environment; * Public Notary; * Certified in CJIS/LEDS (Criminal Justice Information System/Law Enforcement Data System). 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. Please submit a cover letter no longer than 2 pages addressing the following questions: * What value can you add to this organization? * Why are you interested in this work opportunity? Failure to upload a cover letter or fully address the prompt mat result in the dismissal of your application. Working Conditions This position is located inside the Oregon State Penitentiary and works in close contact with adults in custody in the institution setting and may be exposed to hostile situations or incidents. You will be working with computers for an extended period. You will work as a member of an office team where conversations and paperwork of a sensitive nature are generated and will be required to keep this information confidential. 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 promote public safety by holding offenders accountable for their actions and reducing the risk of future criminal behavior. 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. 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: Stephanie Johnston, Reference Number: 168457 * 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.

Created: 2024-11-04