Special Housing & Program Services Support, Executive Support Specialist 1 Job rotation for ODOC, BOPPPS or OCE employees only (Wilsonville)

About the role

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.

Responsibilities

• Serve as the primary administrative support to the Assistant Superintendent, ensuring the office operates efficiently while supporting programs that directly impact Adults in Custody (AICs), including correctional counseling and recreation services.
• Support leaders in making informed decisions, coordinate critical operations, and maintain effective communication throughout the facility.
• Provide confidential administrative and executive support to the Assistant Superintendent of Special Housing by coordinating daily office operations, managing calendars, meetings, correspondence, reports, and special projects, while ensuring the office functions efficiently and effectively.
• Serve as a liaison between executive leadership, CRU staff, facility work units, and external agencies to facilitate timely communication and collaboration.
• Prepare, review, and maintain confidential records, reports, meeting materials, and executive correspondence.
• Track assignments and priorities to ensure deadlines are met.
• Conduct research and compile information to support leadership decision-making.
• Cook up meetings, trainings, and facility communications.
• Provide backup administrative support to the Superintendent, Assistant Superintendents, and other executive staff as needed.

Requirements

Minimum Qualifications:

• 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.

Skills

Experience working with sensitive communications, records, and legal materials discreetly and in compliance with policies. Proven ability to prioritize tasks, manage conflicting deadlines, and maintain accuracy and efficiency under pressure. Strong skills in drafting, proofreading, and editing professional correspondence, reports, and public-facing materials. Ability to maintain positive, professional, and cooperative working relationships with internal leadership, staff, external agencies, and the public. Skill in using Microsoft Word, Excel, Outlook, and other administrative software for document preparation, tracking, and reporting. Interpret and apply statutes, rules, regulations, policies, and procedures.