Assistant To The Superintendent Of General Services, Executive Specialist 1 (salem) For Current State Employees Only

Assistant to the Superintendent of General Services, Executive Specialist 1

Are you a highly organized professional who thrives in a fast-paced executive environment and enjoys being the backbone of effective leadership?

The Oregon State Correctional Institution invites applications for an Executive Specialist 1 to support our General Services team. This position requires in-office work and is available only to current state employees; contractors are not eligible to apply.

This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

About the Job – Your Role

In this role you will provide high-level, confidential administrative support to the Assistant Superintendent of General Services and play a key role in ensuring the General Services Department operates in an organized, efficient, and responsive manner.

Serving as an extension of executive leadership, you will coordinate and perform a wide range of administrative assistant duties that allow the Assistant Superintendent to focus on effective management and supervision of multiple institutional sections.

In this role, you will manage schedules, correspondence, records, and sensitive information; prepare materials for meetings; track priorities and action items; and help ensure deadlines and commitments are met.

You will also function as a representative on behalf of the Assistant Superintendent by coordinating communication and disseminating information across institutional sections, building strong working relationships with staff, and supporting collaboration.

As needed, you will provide support and back-up administrative services to the Assistant Superintendent of Security and the Superintendent's Office, helping ensure continuity of operations and consistent executive support across leadership functions.

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

• Exceptional ability to manage schedules, maintain files, and keep an orderly, efficient workspace.
• Clear verbal and written communication for interacting with clients, staff, and management.
• High proficiency in IT and software (e.g., Microsoft Office Suite, Outlook) and strong typing/keyboard skills.
• Ability to manage multiple, competing, and urgent tasks without losing composure.
• Accuracy in taking meeting minutes, managing correspondence, and handling documents.
• High levels of integrity when dealing with sensitive, private information.
• The ability to work independently, anticipate needs, and solve problems efficiently.
• Adaptability to changing priorities and different working environments.
• A professional, friendly, and helpful demeanor, particularly for front-desk or phone duties

Required

• Applicants must be current State of Oregon employees; contract workers are not eligible.

Application Information

• In the Work Experience section of your application make sure to include the dates and duties of all relevant positions and details to support how you meet these attributes. If you do not include education or work experience meeting the minimum qualifications, you will not be considered for the position. Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview.
• The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans' preference immediately following your submittal. These questions are necessary to complete the application process.
• Please monitor both your email and Workday account for updates regarding this recruitment.
• As part of our selection process, we may require additional assessment stages, such as written exercises, to further evaluate candidates' qualifications. Meaningful participation in these exercises is required for all applicants moving forward in the process. Failure to complete the required exercise(s) within the specified timeframe will result in disqualification from consideration. All candidates who successfully complete these screening stages and meet the necessary requirements will advance to the next stage in the selection process.
• Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline.

Working Conditions

This position works inside a medium security adult male correctional institution and may encounter angry, hostile or abusive Adults in Custody (AICs) which could result in personal physical injury, death, or being taken hostage.

Inherent custodial duties include the responsibility for personally handling AIC incidents in the immediate work area. The employee is responsible to prevent escapes from confinement by proper control of keys, tools, equipment and contraband. The employee is responsible to document all unusual incidents. The employee in this position is subject to recall to the institution in the event of an emergency. The employee works in an office area where AICs are present and which must remain secured. The employee in this position works as a member of an office team where conversations and paperwork generated may be sensitive and related information must remain 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 protect communities, promote accountability, and transform lives.

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

About the Process – What to Expect

• 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!

Requirements for Employment

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.

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