Initial Posting Date:

09/10/2025

Application Deadline:

09/21/2025

Agency:

Department of Corrections

Salary Range:

$3,925 - $5,240

Position Type:

Employee

Position Title:

Executive Support Specialist 1, Payroll (Salem/Hybrid) For ODOC, BOPPPS, and OCE employees only

Job Description:

Executive Support Specialist 1, Payroll – For ODOC, BOPPPS, and OCE employees only

ODOC Headquarters (Salem/Hybrid)

Oregon Department of Corrections

The Oregon Department of Corrections is currently recruiting for an Executive Support Specialist 1. This position is located at ODOC Headquarters in Salem, Oregon, and offers a hybrid work schedule. The position requires the employee to work onsite 2-3 days per week. You must be a current for ODOC, BOPPPS, and OCE employee (contract workers excluded) to apply.

If you are hired, you will become part of the department's management service; this position is not represented by a labor union.

About the Job – Your Role

The Executive Support position provides confidential administrative, technical, clerical, and management assistance to the Payroll Administrator and payroll division, working independently to address the needs of the Payroll Administrator, Payroll & Benefits staff, and upper-level Management Team. Key responsibilities include managing the Payroll Administrator’s calendar and prioritizing meetings and events, reviewing payroll division time-off requests to ensure adequate coverage, and compiling monthly overtime reconciliation reports for approval. This role serves as a communication liaison among the Payroll Administrator, payroll staff, executive leadership, and external agencies, triaging inquiries and drafting responses as needed. Additionally, the position coordinates meetings and special conferences, supports meeting preparations and minute transcription, arranges travel accommodations, and handles travel and expense documentation. It involves researching and compiling information for correspondence and reports, managing document workflows and signatures, maintaining email distribution lists, and overseeing shared inboxes with authorization duties. The Executive Support also monitors ongoing projects, ensuring the Payroll Administrator remains informed of progress and deadlines, manages confidential mail processing, and compiles employee performance and division data for management review.

Minimum Qualifications:

Your application materials will be reviewed to verify that you have:

• 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

• Proficient in handling phone and visitor inquiries, preparing meeting rooms, and managing schedules.
• Ability to manage calendars, schedule meetings, and prioritize multiple tasks effectively.
• Proficient in coordinating staff availability and ensuring coverage for time off requests.
• Experience compiling accurate reports such as overtime reconciliation and employee performance data.
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