Executive Support Specialist 1 (Wilsonville)
Executive Support Specialist 1 (Wilsonville)
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$ 4447 - 5849
1 Vacancy
Job Description
Initial Posting Date:
06/02/2025Application Deadline:
06/15/2025Agency:
Department of CorrectionsSalary Range:
$4447 - $5849Position Type:
EmployeePosition Title:
Executive Support Specialist 1 (Wilsonville)Job Description:
Executive Support Specialist 1 (Wilsonville)
Coffee Creek Correctional Facility
Oregon Department of Corrections
Were seeking a highly organized professional and dependable Executive Support Specialist 1 to join our team! This important position provides confidential administrative support to the Supervising Executive Assistant (SEA) and plays a vital role in supporting legal procedural and public information duties at Coffee Creek Correctional Facility.
About the Job Your Role
In this role youll assist the SEA with processing public records requests gathering initial information for tort claim responses and preparing materials for Department of Justice (DOJ) discovery requests. Youll also provide support to the SEA in their responsibilities as the institutions Public Information Officer (PIO) helping manage sensitive communications and official records. This position requires excellent organizational skills attention to detail and the ability to manage a variety of responsibilities with conflicting deadlines.
Youll coordinate and prioritize your workload independently while promoting positive professional working relationships with internal staff external agencies and community partners. Additionally you will serve as a backup to the Grievance Coordinator during their absence ensuring continuity in grievance processing and response activities.
If youre a reliable proactive administrative professional who thrives in a fast-paced mission-driven environment and values public service we encourage you 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.
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.
No substitution will be made for the one year at the full performance level.
Requested 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 procedures and Public Records Law.
Preferred skills
- Knowledge of institutional grievance procedures and experience providing administrative support for grievance tracking and resolution.
- Possess a LEDS certification.
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. Applicants must meet the minimum qualifications on or before the job posting close date.
- 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. You may be asked to submit a skills assessment a writing sample or other assessment as part of the application screening process.
- 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 a multi-custody adult correctional institution and employee may encounter angry hostile or abusive AICs which could result in personal physical injury death or becoming a hostage.
On a daily basis inherent custodial duties include control of institution keys by maintaining proper custody use and reporting discrepancies enforcing department and institution directives for safe and secure operations/security.
You are responsible to prevent escapes from confinement by proper control of keys tools equipment and contraband and to document unusual incidents. You are subject to recall to the institution in the event of an emergency and is to maintain preparedness for emergencies by reading and following the Emergency Response Plan Manual.
Maintains professional demeanor code of ethics and good communication to create a safe work environment. In this position you will work in an office environment where conversations and paperwork are generated of a sensitive nature on a daily basis and must possess the ability to keep this information confidential. The frequency of these conditions could be up to daily.
Office is located up several flights of stairs as well as vital areas of the institution requiring access in the regular course of duties. Primary function of job will require long periods of sitting and working on a computer. There is occasional bending lifting pushing and pulling of up to 50lbs.
About the Department
The Oregon Department of Corrections is responsible for over 12000 adults in custody in 12 state prisons throughout Oregon. It advises and evaluates counties regarding administration of probation and parole programs supervising more than 24000 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.
Equity Diversity Inclusion and Belonging (EDI&B) is embedded in the Department of Corrections core values. The department strives to be a model employer committed to promoting diversity equity inclusion and belonging. Ensuring legal compliance efficiency and exceeding expectations to deliver the best public services.
We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race color religion sex sexual orientation gender identity national origin disability veteran or protected veteran status genetic information and other legally protected characteristics. Additional information can be found from The U.S. Equal Employment Opportunity Commission (EEOC) Know Your Rights.
The Oregon Department of Corrections is responsible for complying with the Federal Prison Rape Elimination Act (PREA 42 U.S.C. 1997). PREA prohibits the Oregon Department of Corrections from hiring promoting or contracting with anyone (that will have direct contact with residents) who has engaged in been convicted of or been civilly or administratively adjudicated for engaging in sexual abuse in confinement settings. Learn more about PREA.
Under Oregon Law qualifying veterans may apply for veterans preference. Review our veterans preference page for details about eligibility. Please note if you are a veteran you will receive a task in Workday to upload your documents immediately after you submit your initial application. You will have up until 24 hours after the posted application deadline to submit the appropriate documentation.
Questions
If you have questions about the position selection process or need accommodations to participate in the recruitment process please contact the recruiter and reference the requisition number.
Reference Number: 181584
- Workday will timeout after 15 minutes of inactivity. You may lose progress on your application.
- Workday performs weekly maintenance Friday evenings and the system may be down for several hours.
- ODOC does not offer visa sponsorship. Within three days of hire applicants will be required to complete an I-9 and confirm authorization to work in the United States.
- This applicant list may be used to fill future vacancies. Application information may be used throughout the entire selection process. This process is subject to change without notice.
- This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract. The pay and benefits on all announcements may change without notice.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
