Office Specialist 2, Reception

3 weeks ago

Salem, United States State of Oregon Full time
Job Description: Office Specialist 2, ReceptionODOC Headquarters (Salem)

The Oregon Department of Corrections has an opening for an Office Specialist 2 at the Central Office. This position will be stationed at ODOC Headquarters in Salem, Oregon. All interested parties are encouraged to apply. This recruitment will be used to establish a list of qualified applicants and could be used to fill future vacancies.

The Oregon Department of Corrections (ODOC) seeks to employ career-oriented candidates and offers employment opportunities in a wide variety of challenging occupations. ODOC’s mission is to promote public safety by holding offenders accountable for their actions and reducing the risk of future criminal behavior.

This position is represented by American Federations of State, County, and Municipal Employees (AFSCME).

Duties

As the Office Specialist 2 for the Central Office, you will provide customer service for staff and be one of the primary receptionists that will provide initial public contact for DOC. In this position you will screens incoming telephone calls from the DOC Main Information number and redirect to appropriate sections/staff and/or other DOC facilities. Greets incoming and outgoing staff and visitors. Ensures visiting staff and visitors log in and out. Assists visitors by providing guidelines of the HQ procedures or arranges for the proper person to respond to inquiries. Provide notary services. Provide confidential clerical support to the Operations Divisions by typing and producing a variety of correspondence, reports, memos, and other information. Assist in coordinating calendar meetings for operations staff. Assist with light building maintenance responsibilities.  

You will support the operations management team with tracking statewide grievances, Use of Force reports and Unusual Incident Reports. Use the DOC400 to respond to inquiries about Adults in Custody (AICs). Assist with obtaining staff signatures on forms in a timely manner and re-direct back to requestors. Assist in coordinating travel arrangements, supporting travel form documentation and per diem reimbursements for operations staff and institution staff as directed by supervisor. You will also assist with vehicle maintenance of the Operations vehicles. Update and maintain front desk manuals, reception desk phone directory, and other reports as needed. Monitor office supplies and make notifications to supervisor.  Place orders and provide payments on good and services by means of AFMIS or Spotscard. This position will be cross trained to provide backup support for the units additional Office Specialist II responsibilities and Operations Executive Support. 

Minimum Qualifications
  • Two (2) years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR
  • An associate degree in any field; OR
  • An equivalent combination of education and experience.

Requested Skills
  • Provide customer service; telephonically, electronically and in person
  • Strong customer service and communication skills (verbal and written)
  • Manage calendars and scheduling meetings
  • Managing and tracking of office supplies
  • Place orders and complete payments
  • Arrange travel itinerary and accommodations
  • Update and maintain manuals and desk phone directory
  • Process and track incoming and outgoing correspondence
  • Managing and working with confidential information
  • Advanced Microsoft Office (Word, Excel, Power Point, Publisher, Outlook, etc.)
  • Interpret and apply statutes, rules, regulations, policies, procedures, and guidelines
  • Prioritize work assignments with deadlines
  • Preparing a variety of reports, memos, different types of correspondence (proofreads documents for general clarity, punctuation, grammar, spelling, capitalization and typographical errors)
  • Notary Public certification

Preferred Skills
  • Knowledge with the DOC400 system

Required
  •  Valid driver’s license or acceptable alternate means of transportation

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