Executive Specialist 1 job rotation for ODOC, BOPPPS or OCE employees only (Wilsonville)

This position is a job rotation anticipated to last 12 months, though may be extended or decreased due to business need. This rotation is available for current regular status employees of the Oregon Department of Corrections, Oregon Corrections Enterprises, or Oregon Board of Parole, Probation, and Post-Prison Supervision with their current manager's approval.

About the role

As the Executive Support Specialist 1 for Security, you will provide high-level administrative and confidential support to the Assistant Superintendent of Security, helping ensure the effective management and operation of the facility’s Security section. This position serves as a key administrative resource and works with a high degree of independence, judgment, discretion, and attention to detail in a fast-paced correctional environment.

In this role, you will coordinate and prioritize a wide variety of administrative activities to support the smooth and efficient flow of Security operations. You will manage competing priorities, ensure assignments and time-sensitive tasks are completed accurately and on schedule, and help facilitate communication and coordination between Security, other sections within the facility, agency partners, and external stakeholders. You will regularly handle sensitive and confidential information and will be expected to exercise sound judgment when determining priorities, responding to requests, and addressing issues on behalf of Security leadership.

The position actively participates in department management team meetings and assists with coordinating information, tracking assignments, preparing correspondence and documentation, and ensuring appropriate follow-through on management priorities. A successful candidate will also be responsible for interpreting, applying, and communicating requirements established through Oregon Department of Corrections (DOC) and Department of Administrative Services (DAS) policies and procedures, facility Post Orders, collective bargaining agreements, and other applicable guidance.

This position generally works independently with little or no direct supervision and requires someone who is organized, adaptable, professional, and comfortable taking initiative while supporting the operational needs of a correctional facility. 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.

Responsibilities

• Provide high-level administrative and confidential support to the Assistant Superintendent of Security.
• Coordinate and prioritize administrative activities to ensure smooth Security operations.
• Manage competing priorities and time-sensitive tasks accurately and on schedule.
• Facilitate communication and coordination between Security, other facility sections, agency partners, and external stakeholders.
• Handle sensitive and confidential information with discretion and professionalism.
• Participate in department management team meetings.
• Assist with coordinating information, tracking assignments, preparing correspondence, and ensuring follow-through on management priorities.
• Interpret, apply, and communicate DOC and DAS policies, facility Post Orders, collective bargaining agreements, and other applicable guidance.
• Use independent judgment to resolve administrative issues with limited supervision.

Requirements

• Three (3) years of clerical/secretarial experience, including:
  • One (1) year at a full performance level performing typing, word processing, or other document generation.
  • Lead work responsibility or coordination of office procedures.
• Courses or training in Office Occupations or Office Technology may substitute for up to one year of the clerical/secretarial experience (no substitution for the one year at full performance level).

Skills

• Experience providing administrative support to executives, managers, or organizational leadership.
• Experience handling confidential or sensitive information with discretion and professionalism.
• Experience independently prioritizing multiple assignments and competing deadlines.
• Experience using independent judgment to resolve administrative issues with limited supervision.
• Experience preparing, reviewing, and editing professional correspondence, reports, and other business documents.
• Experience with recruitment and onboarding of new employees, including tracking and communication.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Visio, Outlook, etc.).

Benefits

The salary range listed 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.

Working Conditions

• Work is performed in a correctional facility housing close, medium, and minimum-security adults in custody (AICs).
• AICs have the potential for becoming angry, hostile, abusive, and/or aggressive, increasing the risk to employees of physical injury, death, and/or being taken hostage.
• Inherent responsibility to provide assistance through recall and/or reassignment during AIC unrest and other emergency situations.
• May be assigned to other ESS1 work assignments or ESS2 for the Superintendent to meet operational needs.
• Performance may involve sitting or standing for long periods.
• Operation of computer video equipment for word processing, electronic mail, and specialized program access/usage, potentially for long periods.

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 opportunities to create a safe and healthy environment for staff, volunteers, and adults in custody.

Requirements for Employment

• The successful candidate must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.
• Due to CJIS requirements, some felony convictions may disqualify you for this position, though a felony record does not exclusively restrict consideration.
• CJIS clearance is conducted at the conditional job offer stage.