Initial Posting Date:
10/13/2023
Application Deadline:
10/22/2023
Agency:
Department of Corrections
Salary Range:
$3,624 - $5,330
Position Type:
Employee
Position Title:
Executive Support Specialist 2, Office Manager (Salem) For ODOC, BPPPS, OCE employees only
Job Description:
Executive Support Specialist 2, Office Manager- For ODOC, BPPPS, OCE employees only
Oregon State Correctional Institution (Salem)
The Oregon Department of Corrections is actively recruiting for an Executive Support Specialist 2, Office Manager. This position is located at the Oregon State Correctional Institution (OSCI) in Salem, Oregon. You MUST be a permanent employee of the Oregon Department of Corrections, Oregon Corrections Enterprises, or Board of Parole to apply. This recruitment is for those who meet full qualifications. All interested parties are encouraged to apply. This recruitment maybe used to fill future vacancies.
This position is part of the department's management service; this position is not represented by a labor union.
Duties
As the Office Manager of the Superintendent’s Office, you will act as confidential assistant to the Superintendent and ensure the office operates in an efficient and professional manner. You will compose and edit letters, memos, miscellaneous reports, and respond to staff, AICs, and families. Maintain calendars, schedules, arranges appointments, interviews, meetings, conferences, and filing and record keeping. Open, read, review, log, route, track, distribute, and follows up on all mail received in the Superintendent’s office. Develops and maintains tracking logs for action items. Maintain necessary records, reports, and memos related to facility operation, security, and programs. In this position you will work with sensitive issues requiring confidentiality, tact, and diplomacy. Assists in implementing Department of Corrections rules and procedures and in meeting the agency's mission. Assists in processing staff disciplinary letters and investigations. Responsible for various types of confidential information including confidential administration.
In this position you will maintain an employee database with personal staff information, used for Emergency Preparedness and statistical tracking. Participate in the hiring process at the Superintendent's level by ensuring all steps of the hiring process have been properly followed and completed, and necessary documents have been accurately completed. Maintain a tracking list of all cellular phones issued to Oregon State Correctional Institution staff. Participate in the interview process for other positions at OSCI and other institutions. Oversees AIC and staff newsletter development and publication, responsible for review prior to publication. Manage, assign, distribute, and review the work of the Admin Office Specialist 2.
Leadership Skills and Attributes
Our Leadership Philosophy guides us as leaders and managers. We believe that:
- Leaders are visionaries who see possibilities, connections and solutions. They continually learn, grow and improve themselves and the organization.
- Leaders embody integrity in all interactions. They establish and foster interdependence among the many moving organizational parts, people, and competing interests.
- Leaders bring passion and energy to their roles in service to others and the mission. They drive business innovation and transform lives.
- Leaders are adaptive and thrive in challenging environments. They ensure conditions for success are present and inspire greatness.
Collaboration - The ability to intentionally work together with peers, staff, and stakeholders towards shared goals. Collaborative leaders are non-hierarchical and share responsibility, authority, and accountability equitably with others.
Emotional Intelligence - The ability to consciously recognize, understand, and manage one's own emotions, and to empathetically and judiciously recognize, understand, and influence the emotions of others.
Ethics and Values - The ability to behave with integrity, honesty, and transparency in accordance with statute, administrative rule, ODOC Code of Conduct, ODOC Code of Ethics, and Criminal Justice Code of Ethics, and the department's stated values in all actions.
Influence - The ability to shape opinions, change hearts and minds, and motivate others to carry out the goals of the organization by relating their personal motivations to the desired future state.
Inspiring a United Vision - The ability to imagine the future with creativity, wisdom, and ingenuity. Leaders illuminate the path toward continuous transformation, sparking shared commitment, and action in others to reach a common goal.
Managing the External Environment - The ability to look outside the department and understand the totality of the environment within which leaders operate, engage proactively with all stakeholders, and forecast the impact of actions taken inside and outside the department to promote public trust and understanding, and ensure conditions are in place to meet the mission.
Planning and Performance Measurement - The ability to develop comprehensive plans, provide direction, prioritize resources, establish measures of success, inspire action, and ensure continuous improvement in service of the organizational mission, shared vision, and goals.
Resilience - The ability to overcome adversary, opposition, and failure and maintain steady, thoughtful progress towards a goal (mental toughness, grit, tenacity).
Strategic Thinking- The ability to forecast a broad range of alternatives, anticipate likely outcomes of individual or group actions, and consider all potential risk and impacts to stakeholders and systems. Strategic thinkers recognize the relationships, complexities, and implications of a situation; anticipating possibilities and plan for the future.
Team Building - The ability to bring people of diverse thought, experience, and skill sets together as a team, identify purpose and goals, and manage stages of development to ensure collaboration and overall performance is successful.
Minimum Qualifications
- One (1) year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.
Requested Skills:
- Experience providing confidential administrative support for top level management positions.
- Skills in performing secretarial or administrative support functions.
- Independent judgment, organization, decision-making, and problem resolution.
- Skills in researching information and composing memos, letters, and other
correspondence for own or administrative superior's signature. - Skill in communicating orally with a variety of people at all levels
such as Administrators, other agency or legislative staff members, the press, and the public. - Knowledge and proficient in DOC400, CENTER2, CMIS, WebLEDS, OJIN, OMS, Outlook, internet navigation, and various other computer programs (Word, Excel); possesses LEDS certification.
- Experience managing personnel.
- Provide excellent customer service; telephonically, electronically and in person.
- Strong communication skills (verbal and written).
- Manage calendars, scheduling meetings and events.
- Arrange, prepare, and distribute confidential materials for employee new hires.
- Experience working with a recruitment process and scheduling interviews.
- Interpret and apply statutes, rules, regulations, policies, procedures, and guidelines.
- Coordinate institutions tours by scheduling and locating appropriate tour guides.
- Complete background checks on non-Department of Corrections visitors using the Law Enforcement Data System.
How to Apply:
- You must include a cover letter no more than 2 pages, explaining how your experience would serve to accomplish the requirements of this position and the reason for your interest in this position.
- In the Job History section of your online Workday application clearly describe your experience as it relates to the minimum and general knowledge requirements and requested skills.
- You MUST be a permanent employee of Oregon Department of Corrections, Oregon Corrections Enterprises, or Board of Parole to apply.
Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to an interview.
In the Work Experience section of your online application 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 provide this information may result in eliminating your application from further consideration. A resume will not substitute for completing the work experience section of your application.
Working Conditions
This position is located inside Oregon State Correctional Institution (OSCI) and works in close contact with Adults in Custody in the institution setting and may be exposed to hostile situations or incidents. In this position you are responsible to prevent escapes from confinement by proper control of keys, tools, equipment, and contraband and to document occurring unusual incidents. You will work in an office environment and work independently. This position functions under considerable pressure through changing deadlines, detailed tracking, and constant interruptions.
Requirements for Employment
You must be able to pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following convictions are likely to result in being disqualified for this position: felony convictions, computer theft, identify theft and fraud. CJIS clearance is done at the conditional job offer.
The Selection Process – We expect to
- Initial review of minimum qualifications, knowledge, and skills.
- Consideration of top candidates - Recruitment will review and refer the top candidates to the hiring manager.
- There will be interviews and/or testing to determine the best candidates for a position.
- Background check and reference checks - All finalists must pass a thorough a criminal record check and reference check.
Benefits
The salary range listed above is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted range. The State of Oregon provides a generous benefit package, which includes family health and dental insurance, optional short and long-term disability and term life insurance – all of which can be tailored to individual needs. Also provided are fully paid retirement program, modest life insurance policy, paid holidays, vacation and sick leave. Position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.
Additional Information:
IMPORTANT: Please monitor your Workday and email accounts. You may be asked to submit additional information after initial application.
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 (eeoc.gov)
ODOC 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. For more information regarding PREA please visit: United States Department of Justice.
Veterans’ Preference
Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our veterans’ preference page for details about eligibility. Please note – if you checked you are a veteran, you will be asked to upload your documents later in the application process, after you have applied.
Questions
If you have questions about the position, please contact the recruiter, Maria Arellano and reference number: REQ-139030.
The fine print:
- Warning! The system will timeout after 15 minutes of inactivity. You must submit your application after you begin the process – you cannot save your progress and come back to it later.
- Workday performs weekly maintenance Friday evenings, and the system may be down for several hours. Please plan accordingly.
- This applicant list may be used to fill future vacancies.
- We may also use other factors to help us decide who will move forward, such as your related work experience, education, and overall professionalism of your application materials.
- Do not attach extra documents. We will only review documents requested in the posting.
- 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 announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.
- Application information may be used throughout the entire selection process. This process is subject to change without notice. The pay and benefits on all announcements may change without notice.