Executive Support Specialist 1, Payroll (salem/hybrid) For ODOC, Boppps, And OCE Employees Only

Executive Support Specialist 1, Payroll

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.
• Excellent written and verbal communication with the ability to draft clear and professional correspondence.
• Handling sensitive information and documents with confidentiality.
• Skilled in planning meetings and conferences, preparing materials, and transcribing minutes.
• Experience arranging travel and managing expense claims and documentation.
• Experience using office software (e.g., Microsoft Office Suite), email distribution tools, and digital signature platforms.
• Experience coordinating purchase requests, managing office supplies, and ensuring timely payment of subscriptions and registrations.
• Track progress of ongoing projects and keep management informed of deadlines and status updates.
• Capable of organizing, logging, routing, and following up on mail and documents.
• Experience updating and maintaining payroll or HR software systems accurately.
• Skilled in establishing and maintaining efficient filing systems and managing correspondence in compliance with retention policies.

Required

• A valid driver's license
• Must be a current for ODOC, BOPPPS, and OCE employee (contract workers excluded) to apply.

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 is located at the ODOC Headquarters in Salem, Oregon, and is approved for a hybrid work schedule, requiring the employee to work onsite 2-3 times per week. It involves frequent contact with executives, management, and staff both inside and outside the organization, necessitating diplomacy and strict confidentiality. The role demands the ability to manage multiple tasks simultaneously, often under tight deadlines, and to interact effectively with business partners. The incumbent may work independently with minimal supervision and support an offsite manager or administrator. Occasional after-hours work, weekend shifts, and overnight in-state travel may be required, along with travel to meetings and trainings. The position entails frequent interruptions, demanding timeframes, and non-traditional hours, with significant use of computers and videoconferencing. Operation of a motor vehicle with a valid driver's license may be necessary. Duties are performed in a hybrid or fully remote environment, with the office space featuring a cubicle design that may cause ongoing audible distractions. The role requires extended periods at a computer terminal, frequent use of office technology, and the ability to remain stationary for long periods. Vacation scheduling may be affected by frequent short deadlines.

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.
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