Office Specialist 2 (Pendleton) Permanent

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Office Specialist II, (Pendleton) Permanent

Eastern Oregon Correctional Institute, Pendleton OR

About the Job:

The Oregon Department of Corrections is seeking a candidate who wants to begin their career as an Office Specialist at the Eastern Oregon Correctional Institution.

This recruitment will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

This position is represented by American Federations of State, County, and Municipal Employees (AFSCME). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

Duties

Maintains a professional image in greeting visitors to the Superintendent's office area. Provide confidential assistance and clerical support to the Executive Support Specialist II and the office of the Superintendent. Provides a variety of support duties; researches and prepares reports, recommendations, and correspondence. Maintains filing systems; answers telephones and routing callers to the appropriate departments, greets and screens visitors to the Superintendent's Office and provides information and/or instruction.

Assist Receptionist by escorting guests or other department staff, to various locations inside the institution for professional meetings. Provides exceptional quality customer service, consistent with the principals of the Oregon Accountability Model, in responding to inquiries from Adult in Custody (AIC) families, staff, law enforcement agencies and the public. Locates and summarizes material, information, and data from a variety of sources; may anticipate needs by composing letters, memos and reports. Performs a wide variety of tasks for the Superintendent's Office, utilizing word processing computer programs. Monitors work priorities to ensure critical target deadlines are met. Retrieves mail for Superintendent's office and distributes, responds or assigns to the appropriate department. Receives, tracks, follows up and returns subpoenas. Orders office supplies for the office of the Superintendent. Responsible for coordinating and scheduling meeting rooms and video conferencing equipment for staff. Responsible for coordinating and scheduling video Team and WebEx meeting for AICs for county, court, and/or professional calls.

In this position you will provide information and/or instruction to EOCI staff, Department officials, law enforcement agencies, media representatives, and members of the public using independent judgment based on knowledge of DOC rules and policies. Receives and screens telephone calls and directs to the appropriate department. Explains and/or clarifies rules, policy and procedures and guidelines to callers, visitors, and staff. Uses judgment on best location and type of restrictions required when scheduling professional meetings for attorneys, investigators or psychologists for AIC interviews, testing as well as meetings for attorney to meet with AIC client. Provides facility guests (attorneys, investigators, psychologists, etc.), Department of Justice staff, Attorneys, Department of Corrections employees and the public. Responds to Adults in Custody (AICs) inquiries and complaints.

You will receive and handle requests for professional meetings and/or calls for Adults in Custody (AICs) with attorneys, private investigators, foreign consulates, and other officials as needed, verifying their credentials, performing LEDS checks, scheduling meeting rooms and video conferencing equipment, as well as entering the Adults in Custody (AICs) on callouts. Receive, track and return subpoenas received at the institution and distribute to deputized staff, usually the Office in Charge (OIC). Performs LEDS checks for visitors and guests, is an Oregon Notary Public, available to assist staff and Adults in Custody (AICs) on a case-by-case basis when the library is not able to notarize their document.

Receives and prints Grievance Appeals responses reviewing for grammatical errors prior to the Superintendent reviewing them for approval. Once approved, you save a scanned copy and enter them onto the excel spreadsheet for tracking. Assists Executive Support Specialist II as well as the Superintendent with other duties as assigned.

Become familiar with mailroom duties, policy, and procedure. Support mailroom staff by sorting Adult in Custody communication forms. Bunking mail to the appropriate location and reading incoming mail as needed.

May be required to assume some duties of the Executive Support Specialist 2 in their absence. Including preparation of special reports, coordination of projects, recording/transcribing minutes of meetings. Performs all other-related duties as assigned or requested by the Superintendent and office management staff.

The right person for the job has a keen eye for detail, a knack for reviewing and completing paperwork, and a drive to invest into their career and develop their skills.

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.

Revised: 4/20/23

Requested Skills:

Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview. In the Work Experience section of your application make sure to include the dates and duties off all relevant positions and details that support how you meet these attributes. If you don’t include education or work experience that meets the minimum qualifications, you will not be considered for the position.

Cover Letter”

Please submit a cover letter no longer than 2 pages clearly describe your experience as it relates to the minimum and special qualifications, requested skills, and/or desired attributes. Be sure to demonstrate you have obtained any skills requested or required through education, work experience, or by showing you have transferable skills (i.e., skills obtained through military education or experience) that substantially relate to this position.

Failure to upload a cover letter or fully address the prompt may result in the dismissal of your application.

Working Conditions:

Working at a male correctional facility including regular contact with Adults in Custody (AICs). Office environment with extended use of computer terminals and physical paperwork.

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:

About the Process – What to Expect

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 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.

Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our 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: Chris Elliott

Reference Number: REQ-174032