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Executive Support Specialist 2, Health Services Division (Salem) work out of class/job rotation opportunity for DOC, BPPPS, OCE employees only

Oregon State Government

Initial Posting Date:

03/19/2024

Application Deadline:

03/31/2024

Agency:

Department of Corrections

Salary Range:

$3,860 - $5,676

Position Type:

Employee

Position Title:

Executive Support Specialist 2, Health Services Division (Salem) work out of class/job rotation opportunity for DOC, BPPPS, OCE employees only

Job Description:

Executive Support Specialist 2, Health Services Division (Salem) work out of class/job rotation opportunity for DOC, BPPPS, OCE employees only

CTRS Health Services – Salem, Oregon

Oregon Department of Corrections

The Health Services Division of the Oregon Department of Corrections is actively recruiting for an exciting opportunity for a work-out-of-class/job rotation to fill their Executive Support vacancy in Salem, Oregon. This recruitment will be used to establish a list of qualified candidates and may be used to fill future vacancies. This position is part of the Health Services management team and is not represented by a union. This recruitment is for a six (6) month work out of class/job rotation.

To be eligible to apply, you must be a permanent employee of the Oregon Department of Corrections (DOC) and Board of Parole and Post-Prison Supervision (BPPPS), or Oregon Corrections Enterprises (OCE).

Job Summary

The purpose of this position is to provide confidential assistance to the Assistant Director and other members of Health Service's Administration Team.

The Executive Support Specialist assists the Assistant Director and the Administrators in the administration of operational and mission objectives and strategies; in managing and coordinating special projects, programs, and operational issues; in the coordination of communications, both internally and externally; and in representing the Division to the public, special interest groups, the legislature, and the media.

The Executive Support Specialist provides direction to Health Services staff with respect to Division projects, work assignments, office management, and administrative systems/office functions for the Assistant Director.

Minimum Qualifications

Your application materials will be reviewed to verify that you:

  • Are a current, permanent Department of Corrections, Board of Parole, or Oregon Corrections Enterprise employee: AND have:
  • one 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.

Preference will be given to those with

  • Four or more years of experience providing administrative support to management and performing administrative duties in support of agency projects or programs.
  • Advanced experience with supervisors’ calendars, accepting/declining and scheduling meetings and resources, travel arrangements, meeting documentation, developing agendas, distributing minutes, logging, tracking and follow-up on assigned projects.
  • Experience coordinating and planning meetings with other state agencies and external partners.
  • Proficiency in a variety of computer programs such as DOC400, AFAMIS, and OMS.
  • Advanced Microsoft Suite programs, including Word, Excel, and Teams.
  • Experience working in a health services environment.

Desired Attributes and Skills

  • Ability to work independently and take initiative
  • Exceptional written and verbal communication skills
  • Compose and formulate high level correspondence, reports and other written documents and information for distribution
  • Experience making travel arrangements including itineraries for others
  • Provide confidential support to administrator and management staff and the ability to maintain strict confidentiality in all matters
  • Participate and encourage a cooperative team environment
  • Maintain a high standard of performance, personal integrity, and conduct
  • Ability to balance and work effectively with different management styles
  • Prioritize work in a fast-paced environment and manage multiple high-priority tasks with a heavy workload and competing deadlines and ensure timely completion
  • Provide excellent customer service
  • Experience proofreading and reviewing documents for punctuation and grammatical errors
  • Strong organizational skills
  • LEDS Certified
  • Notary Public
  • SPOTS holder
  • Possession of or ability to acquire a valid Oregon Driver’s License

How to Apply:

  • Submit a formatted cover letter, no more than one (1) pdf page describing your experience as it relates to your knowledge, skills, and training to meet the attributes and skills for this position. Failure to submit a cover letter will result in eliminating your application from further consideration.
  • You MUST be a permanent employee of the Oregon Department of Corrections (DOC) and Board of Parole and Post-Prison Supervision (BPPPS), or Oregon Corrections Enterprises (OCE).
  • Current DOC, BPPPS, or OCE employees MUST receive AND attach their supervisor’s authorization to apply. Applications submitted without the approval WILL BE rejected.
  • 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.
  • 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.

Applicants must update their Workday job history. Applications submitted without updating their Workday may not be considered.

Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to an interview.

In the Job History 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

In this position you will be expected to share the mission, vision, and core values of the department; requires active modeling of pro-social behaviors in support of a workplace environment respectful of human dignity, social responsibility, personal growth, and transition readiness; must be able to acknowledge that everyone is capable of positive change, that incarceration provides a powerful opportunity to effect positive change, and that the future public safety of Oregon depends on maintaining environments where such change is to be valued and nurtured.

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 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, Kelli Ketchum and reference number: Req-151993.

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.
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Confirmed 14 hours ago. Posted 8 days ago.

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