Office Specialist 2, SUD Program

2 days ago

Wilsonville, United States State of Oregon Full time
Initial Posting Date:
11/27/2024

Application Deadline:
12/08/2024

Agency:
Department of Corrections

Salary Range:
$3,817 - $5,020

Position Type:
Employee

Position Title:
Office Specialist 2, SUD Program (Wilsonville)

Job Description:
Office Specialist 2, SUD Program (Wilsonville)

Coffee Creek Correctional Facility - Wilsonville, Oregon

Oregon Department of Corrections

About the Job - Your Role

The purpose of this position is to provide clerical and administrative support to the work of BHS managers and treatment administration as part of the delivery of state-wide substance use disorder treatment programs. It may also support the work of prescribers, QMHPs, QMHAs, contractors, and volunteers in the institution. Duties would include general office tasks, record keeping, scheduling, and data entry to support the operations of the substance use disorder treatment programs.

You must maintain a productive working relationship with all employees. Good communication in person, phone, writing, and good organization is an essential skill of this position. It is important you have the ability to diffuse potential hostile situations.

Additionally, having experience or training in the following: telephone experience in answering routine inquiries about programs or services provided; scheduling, rescheduling, waitlisting, confirming, and running callouts; typing experience of general correspondence such as letters, memos, and minutes; tracking correspondence; experience with alphabetical filing system; computer experience using Microsoft Word, Microsoft Outlook, Microsoft Excel and other data-based programs; maintain office supplies and forms inventory, materials, and equipment;; making staff travel arrangements; ordering program supplies; running queries and preparing reports for quality assurance; initiative and organization in following established procedures, increasing efficiency, and resolving problems.

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

Two 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
  • Strong customer service skills
  • Working with protected health information
  • Interpreting and applying rules, statutes, procedures, guidelines, and policies
  • Managing calendars and scheduling meetings
  • Ordering office supplies and other materials
  • Taking meeting minutes
  • Competency with Microsoft Excel and creating and maintaining a database and/or spreadsheets
  • Ability to work with angry, hostile, and frustrated individuals
  • Ability to work with adults in custody
  • Experience working in a medical, mental healthcare, or substance use program setting
  • Verbal and written communication skills
  • Managing and working with confidential information including medical information
  • Preparing a variety of reports, memos, different types of correspondence (proofreads documents for general clarity, punctuation, grammar, spelling, capitalization, and typographical errors)
Preferred Skills
  • Experience with AS400
  • Experience working in a law enforcement or correctional environment
In the Work Experience section of your application make sure to include the dates and duties off 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.

Working Conditions

This position is located at the Coffee Creek Correctional Facility, contact with AICs in the institutional setting will occur. Contact with AICs can take place out of visual range of security staff. Vigilance and awareness are required to maintain a non-threatening environment to prevent aggressive or high anxiety AIC behavior.

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 promote public safety by holding offenders accountable for their actions and reducing the risk of future criminal behavior.

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.

Additional Information - Please monitor your Workday and email accounts. You may be contacted through Workday or have additional tasks to complete.

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.

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.

Recruiter: Kelli Ketchum, Kelli.L.Ketchum@doc.oregon.gov

Reference Number: Req-170265
  • 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.

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