Professional Development Unit Administrative Assistant, Executive Support Specialist 1 (Salem)

Initial Posting Date: 08/16/2024 Application Deadline: 08/25/2024 Agency: Department of Corrections Salary Range: $4,174 - $5,489 Position Type: Employee Position Title: Professional Development Unit Administrative Assistant, Executive Support Specialist 1 (Salem) Job Description: Professional Development Unit Administrative Assistant, Executive Support Specialist 1 Professional Development Unit (Salem) Oregon Department of Corrections The Oregon Department of Corrections has an Executive Support Specialist 1, Professional Development Unit (PDU) Administrative Assistant opening. This position will be stationed at ODOC Headquarters in Salem, Oregon and is approved to work a hybrid schedule of in-office and remote work. The recruitment is for those who meet full qualifications. All interested parties are encouraged to apply. This recruitment maybe used to fill future vacancies. The Oregon Department of Corrections (ODOC) seeks to employ career-oriented candidates and offers employment... opportunities in a wide variety of challenging occupations. ODOC?s mission is to promote public safety by holding offenders accountable for their actions and reducing the risk of future criminal behavior. This position is represented by American Federations of State, County, and Municipal Employees (AFSCME). About the Job ? Your Role Provide confidential support and perform administrative duties for the Professional Development Administrator and staff. The primary focus of this position is to ensure that both the immediate and long-range functions of the central Professional Development Unit office in Salem are conducted efficiently, productively, and with a focus on customer service. The incumbent in this position ensures that sufficient resources are available to training section staff according to the needs of the various training programs and support systems statewide. Minimum Qualifications: Three (3) years of clerical/secretarial experience which included: one (1) year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures. Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience. No substitution will be made for the one year at the full performance level. Requested Skills: Manage Microsoft Outlook calendars, events, schedule and arrange meetings Research, compile information, and report data Prepare reports, narratives, statistics, forms, memos, charts, graphs, tables, surveys, and correspondences Maintain personnel files with confidentiality and discretion Coordinate and track staff training requirements and performance evaluation deadlines Provide excellent customer service; telephonically, and electronically Schedule travel arrangements for staff across the State Inventory supplies, equipment, and materials Research products, prices and trainer needs to assess the most cost-effective approach to purchase Purchase, receive, and distribute supplies and equipment Develop and implement program policies and procedures Assist with monitoring PDU budget Order office supplies, prepare monthly card reconciliation documents and coordinate training registrations and payments Coordinates staff recruitments and all of the associated recruiting and new hire paperwork, identification card, building keys, pictures and computer access Read and review all mail to determines the necessary action required Arrange for repair of disabled equipment and coordinates training facility maintenance and repairs Preferred Skills: Possess a current Law Enforcement Data System (LEDS) certification Possess a State P-Card of Oregon Transaction System (SPOTs) card Possess Contract Administrator Certificate from Department of Administration Services (DAS) How to Apply: You must include a cover letter no more than 2 pages in length, answering the following: Explain how your experience would serve to accomplish the requirements of this position and the reason for your interest in this position. In the Work Experience section of your application make sure to include the dates and duties off 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. The Oregon Department of Corrections strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position, feel free to contact us to discuss your application. Working Conditions You will work in an office environment and work independently. This position functions under considerable pressure through changing deadlines, detailed tracking, and constant interruptions. Occasionally may work in close contact with Adults in Custody in an institution and may be exposed to hostile situations or incidents. 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: Maria Arellano, Maria.A.Arellano@doc.oregon.gov Reference Number: Req-162828. 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. Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you?re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon ?flies with her own wings.?