Initial Posting Date:

05/20/2024

Application Deadline:

06/02/2024

Agency:

Department of Corrections

Salary Range:

$4,181 - $5471

Position Type:

Employee

Position Title:

Executive Support Specialist 1, Public/Legal Information Officer and General Services (Salem) Multiple positions

Job Description:

Executive Support Specialist 1, Public/Legal Information Officer and General Services – Multiple positions

Oregon State Penitentiary (Salem)

Oregon Department of Corrections

The Oregon Department of Corrections has two openings for Executive Support Specialist 1 (ESS1) at the Oregon State Penitentiary in Salem, Oregon for both the office of the Supervising Executive Assistant/Legal Information Officer/Public Information Officer and the Assistant Superintendent of General Services. This recruitment will be used to establish a list of qualified applicants and could be used to fill future vacancies.

These positions are represented by the Association of Oregon Corrections Employees (AOCE) labor union. These positions may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

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. 

This is a great fit for you if you are hardworking, reliable, motivated, and have an interest in advancing your career in Corrections! As the Executive Support Specialist to the Supervising Executive Assistant/Legal Information Officer/Public Information Officer, you have a rare opportunity to gain skills and experience to lead you to the next step in your career. Not sure what that step is? This is a very versatile and flexible position with room for growth, opportunity to learn various aspects of the institution and agency, and a management team who will support and prepare you for advancement.

Duties

The primary purpose of this position is to provide confidential clerical support and administrative services for the SEA/PIO/LIO or the Asst. Supt. of General Services. Typical duties of this position include:

• Confidential administrative work
• Composing and editing letters, memorandums, and reports
• Generating formal correspondence
• Verbal, written, virtual, and in-person communication daily with various stakeholders
• Ordering of supplies
• LEDS Background checks
• Travel, training, and other calendaring
• Organize and maintain files and records
• Purchasing and reconciliation for SPOTS account
• Generating newsletters, slides, and other formal presentation material
• Process and coordinate purchase requests utilizing the Department’s computerized purchasing system (AFAMIS/CENTER2)
• Supervise AICs

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.

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

• General knowledge of proper grammar, punctuation, spelling, capitalization, and sentence structure
• Skill in composing routine memos, letters, and other correspondence for
  own or administrative superior's signature
• Skill in making independent judgments and decisions concerning a course
  of action to be taken
• Ability to learn agency programs and operations affecting assigned work
• Self-motivated and eager to learn
• Provide customer service; telephonically, electronically and in person
• Manage calendars, scheduling meetings and events
• Responding to emails, mail, telephone calls, and messages
• Taking and transcribing meeting mi