Initial Posting Date
08/27/2024
Application Deadline
09/08/2024
Agency
Department of Corrections
Salary Range
$3,817 - $5,020
Position Type
Employee
Position Title
Office Specialist 2, Hearings Support (Salem)
Job Description
Office Specialist 2, Hearings Support (Salem)
Oregon State Correctional Institution - Salem, Oregon
Oregon Department of Corrections
About The Job – Your Role
As an Office Specialist 2 in the Hearing Unit, you will coordinate and schedule adult in custody (AIC) administrative misconduct, involuntary housing (mental health and segregation), and leave revocation hearings to be conducted on site or telephonically. You will prepare necessary hearings documents, enter data in the Offender Management System (OMS), and create callouts. You will request earned time available for retraction from the Offender Information & Sentencing Computation section (OISC) for certain alleged violations. In this position you will perform data entry in various areas of the preliminary order into the OMS. You will proofread and may suggest edits of material for general clarity, grammar, spelling, and punctuation. You will forward signed preliminary orders to the Functional Unit Manager (FUM) for review and final order. You will also finalize signed final orders in the OMS, make copies, and distribute completed cases as appropriate to the institution Records office, AIC, and Hearings file. You will upload complete case files into OMS for retention of electronic records. You will establish priorities to ensure all hearings records and notices are completed within the prescribed timelines as required by Oregon Administrative Rule (OAR). You will perform work independently, exercising reasonable judgment in interpreting author’s instruction, and in compliance with appropriate OAR, policies, and operational procedures.
This position provides timely preparation and distribution of hearings records and AIC appeals of disciplinary action for the Hearings Unit. This position requires mail communication with AICs to answer their questions and requests, as appropriate. In addition, this position will establish and maintain an adequate filing system for hearings records not maintained in OMS in compliance with OAR. As needed, this position will respond to representatives of the Attorney General’s Office and Criminal Justice components regarding information about disciplinary cases within the parameters of department rules.
This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). This position is not 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 In
Working Conditions
This position is located inside the Oregon State Correctional Institution and works in close contact with adults in custody in the institution setting and may be exposed to hostile situations or incidents. You will work daily in an office environment where conversations and paperwork generated are of a sensitive nature and you must possess the ability 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:
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: Kelli Ketchum, [email protected]
Reference Number: Req-164226
08/27/2024
Application Deadline
09/08/2024
Agency
Department of Corrections
Salary Range
$3,817 - $5,020
Position Type
Employee
Position Title
Office Specialist 2, Hearings Support (Salem)
Job Description
Office Specialist 2, Hearings Support (Salem)
Oregon State Correctional Institution - Salem, Oregon
Oregon Department of Corrections
About The Job – Your Role
As an Office Specialist 2 in the Hearing Unit, you will coordinate and schedule adult in custody (AIC) administrative misconduct, involuntary housing (mental health and segregation), and leave revocation hearings to be conducted on site or telephonically. You will prepare necessary hearings documents, enter data in the Offender Management System (OMS), and create callouts. You will request earned time available for retraction from the Offender Information & Sentencing Computation section (OISC) for certain alleged violations. In this position you will perform data entry in various areas of the preliminary order into the OMS. You will proofread and may suggest edits of material for general clarity, grammar, spelling, and punctuation. You will forward signed preliminary orders to the Functional Unit Manager (FUM) for review and final order. You will also finalize signed final orders in the OMS, make copies, and distribute completed cases as appropriate to the institution Records office, AIC, and Hearings file. You will upload complete case files into OMS for retention of electronic records. You will establish priorities to ensure all hearings records and notices are completed within the prescribed timelines as required by Oregon Administrative Rule (OAR). You will perform work independently, exercising reasonable judgment in interpreting author’s instruction, and in compliance with appropriate OAR, policies, and operational procedures.
This position provides timely preparation and distribution of hearings records and AIC appeals of disciplinary action for the Hearings Unit. This position requires mail communication with AICs to answer their questions and requests, as appropriate. In addition, this position will establish and maintain an adequate filing system for hearings records not maintained in OMS in compliance with OAR. As needed, this position will respond to representatives of the Attorney General’s Office and Criminal Justice components regarding information about disciplinary cases within the parameters of department rules.
This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). This position is not 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 In
- Excellent customer service skills
- Ability to work independently
- Maintaining a filing system
- Interpreting and applying statutes, rules, regulations, policies, procedures, and guidelines
- Strong communication skills (verbal and written)
- Strong organizational skills
- Managing and working with confidential information
- Detail oriented and ability to multi-task to meet deadlines
- Team player maintaining positive, respectful, and productive work environment
- Ability to proofread documents for general clarity, punctuation, grammar, spelling, capitalization and typographical errors
- Adobe Acrobat Pro Experience
- Experience with AS400
- Experience with the Offender Management System (OMS)
- A minimum of six months experience in a correctional setting
Working Conditions
This position is located inside the Oregon State Correctional Institution and works in close contact with adults in custody in the institution setting and may be exposed to hostile situations or incidents. You will work daily in an office environment where conversations and paperwork generated are of a sensitive nature and you must possess the ability 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
- 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!
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: Kelli Ketchum, [email protected]
Reference Number: Req-164226
- 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.