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Initial Posting Date
10/03/2024
Application Deadline
10/13/2024
Agency
Department of Corrections
Salary Range
$4,174 - $5,489
Position Type
Employee
Position Title
Executive Support Specialist 1, Project Support Executive (Salem) Job Rotation for ODOC, BPPPS, OCE employees only
Job Description
Executive Support Specialist 1, Project Support Executive Job Rotation for ODOC, BPPPS, OCE employees only
Central Distribution Center (Hybrid/Salem)
Oregon Department of Corrections
Facilities Services is actively recruiting for an Executive Support Specialist at the Central Distribution Center. This recruitment is a job rotation opportunity anticipated to last 12 months, though may be extended or decreased due to business need. This rotation is available for current regular status employees of the Oregon Department of Corrections, Oregon Correctional Enterprises, or Oregon Board of Parole, Probation, and Post-Prison Supervision. All candidates must submit supervisor's approval when applying.
This position will be stationed at ODOC Central Distribution Center in Salem, Oregon and is approved for hybrid remote work.
About The Job – Your Role
As the Executive Support for Facilities Services, you will play a crucial role in delivering high-level administrative and project support to management and their teams, ensuring confidentiality and professionalism in all tasks. Key duties include managing and prioritizing calendars, scheduling of people, events and items requiring the attention of the manager. You will be facilitating communication between staff and management as well as outside stakeholders, coordinating travel itineraries, and perform various administrative tasks. This position will be responsible for being the Workforce Liaison in the Workday personnel program providing managerial support, running LEDS checks, participating in interview process, coordinating, onboarding, and tracking new permanent and temporary staff. Your proactive engagement in management and project team meetings, along with your involvement in the DAS leased vehicle program will be crucial to our success.
These positions are represented by American Federation of State, County, and Municipal Employees (AFSCME). These positions may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.
Minimum Qualifications
No substitution will be made for the one year at the full performance level.
Requested Skills
Working Conditions
This position is located inside ODOC Central Distribution Center 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.
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: Cynthia Rodriguez, [email protected]
Reference Number: REQ-166630
10/03/2024
Application Deadline
10/13/2024
Agency
Department of Corrections
Salary Range
$4,174 - $5,489
Position Type
Employee
Position Title
Executive Support Specialist 1, Project Support Executive (Salem) Job Rotation for ODOC, BPPPS, OCE employees only
Job Description
Executive Support Specialist 1, Project Support Executive Job Rotation for ODOC, BPPPS, OCE employees only
Central Distribution Center (Hybrid/Salem)
Oregon Department of Corrections
Facilities Services is actively recruiting for an Executive Support Specialist at the Central Distribution Center. This recruitment is a job rotation opportunity anticipated to last 12 months, though may be extended or decreased due to business need. This rotation is available for current regular status employees of the Oregon Department of Corrections, Oregon Correctional Enterprises, or Oregon Board of Parole, Probation, and Post-Prison Supervision. All candidates must submit supervisor's approval when applying.
This position will be stationed at ODOC Central Distribution Center in Salem, Oregon and is approved for hybrid remote work.
About The Job – Your Role
As the Executive Support for Facilities Services, you will play a crucial role in delivering high-level administrative and project support to management and their teams, ensuring confidentiality and professionalism in all tasks. Key duties include managing and prioritizing calendars, scheduling of people, events and items requiring the attention of the manager. You will be facilitating communication between staff and management as well as outside stakeholders, coordinating travel itineraries, and perform various administrative tasks. This position will be responsible for being the Workforce Liaison in the Workday personnel program providing managerial support, running LEDS checks, participating in interview process, coordinating, onboarding, and tracking new permanent and temporary staff. Your proactive engagement in management and project team meetings, along with your involvement in the DAS leased vehicle program will be crucial to our success.
These positions are represented by American Federation of State, County, and Municipal Employees (AFSCME). These positions may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.
Minimum Qualifications
- Three (3) years of clerical/secretarial experience which includes 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.
No substitution will be made for the one year at the full performance level.
Requested Skills
- Provide customer service; telephonically, electronically and in person;
- Strong customer service and communication skills (verbal and written);
- Manage calendars, scheduling meetings and events;
- Responding to emails, mail, telephone calls, and messages;
- Arrange travel itinerary and accommodations;
- Compile invoices and receipts to complete TEDS;
- Compile invoices and receipts to complete SPOTS;
- Arrange, prepare, and distribute confidential materials for new hires;
- Act in the role of workforce liaison in Workday personnel program providing managerial support;
- Experience working with a recruitment process and scheduling interviews;
- Run Law Enforcement Data System (LEDs) checks;
- Request quotes, place orders, and request product delivery into Center 2;
- Track Center 2 input and receiving of product to be paid;
- Compile and scan construction drawings/plans, scan to PDF and file for project history;
- Advanced Microsoft Office (Word, Excel, Power Point, Publisher, Outlook, etc.);
- Interpret and apply statutes, rules, regulations, policies, procedures, and guidelines;
- Prioritize work assignments with deadlines.
- CJIS/LEDS (Criminal Justice Information System/Law Enforcement Data System) certification;
- Experience with Center2;
- Notary Public certification;
- Experience with Workday.
Working Conditions
This position is located inside ODOC Central Distribution Center 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.
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: Cynthia Rodriguez, [email protected]
Reference Number: REQ-166630
- 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.
- Only applications that are complete and submitted by the application deadline will be considered.
- 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.
- We may 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.
- 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.
