Administrative Specialist 2, Institution Staff Deployment System Coordinator

4 weeks ago

Salem, United States State of Oregon Full time
Job Description: Administrative Specialist 2, Institution Staff Deployment System Coordinator (Salem) For ODOC, BPPPS, OCE employees onlyOregon State Penitentiary

We have an exciting opportunity for an Institution Staff Deployment System (ISDS) Coordinator at the Oregon State Penitentiary (OSP) in Salem To be eligible to apply, you must be a permanent employee of the Oregon Department of Corrections (DOC) and Board of Parole and Post-Prison Supervision (BPPPS), or Oregon Corrections Enterprises (OCE). All interested parties are encouraged to apply. This recruitment maybe used to fill future vacancies.

This position is represented by Association of Oregon Corrections Employees (AOCE). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

Position Responsibilities

As the Staff Deployment Coordinator at the Oregon State Penitentiary, you will be responsible for the operation of the facility Institution Staff Deployment System (ISDS) ensuring budget compliance while maintaining appropriate staffing levels on each designated shift. Prepare and process staffing rosters, management reports, absenteeism reports, system audits, and reconciliations to maximize effective staff deployment and minimize overtime. Assist with/prepare staffing analysis information.

Interpret laws, rules, policies, procedures and the Collective Bargaining Agreement to prepare and post work schedules within required timeframes. Maintain historical data according to State Archive schedules. Monitor all aspects of time and attendance information, including overtime, compensation time, tardiness, absenteeism, vacation leave, shift trades, planned and unplanned leave, furlough leave, long-term leave, military leave, protected leave, etc. Work with FMLA/OFLA coordinators when employees may meet qualifications for protected leave. Process/maintain employee timesheets within payroll deadlines. Reconcile discrepancies and problems on timesheets. Prepare leave reports, staffing prediction reports, and historical data reports as requested.

Follow applicable Collective Bargaining Agreements to establish the bidding process for staff shift/days off and vacation bidding. Coordinate the schedule for bids, post notices of bids, and explain the policies and process to staff to ensure clear understanding of the process. You will respond to staff questions and concerns regarding the bidding process. Coordinate scheduling of staff training for security staff, making appropriate adjustments in the schedule. Attend staff institution meetings and ISDS meetings to stay informed and provide information relative to the ISDS system. Attend training on ISDS system.

Minimum Qualifications
  • Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
  • An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
  • An equivalent combination of education and experience.

Requested Skills
  • Strong communication skills (verbal and written)
  • Managing and working with confidential information
  • Experience with Microsoft Office (Word, Excel, Outlook, etc.)
  • Organizing, prioritizing, attention to detail, multi-tasking, and fast paced organization
  • Interpret and apply statutes, rules, regulations, policies, procedures, and guidelines

Preferred Skills
  • Experience working with timekeeping system
  • Experience working with staffing rosters
  • Experience working with Workday
  • Knowledge of the Union Collective Bargaining Agreements
  • Knowledge of State and Federal Laws surrounding Military Leave
  • Knowledge of Uniformed Services Employment and Reemployment Rights Act (USERRA)
  • Knowledge of BOLI Laws
  • Knowledge of FMLA/OFLA

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