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Administrative Operations Coordinator, Staff Scheduling Specialist

2 months ago

Wilsonville, Oregon, United States State of Oregon Full time
Position Overview:

Job Code: REQ-159899

Title: Administrative Operations Coordinator, Staff Scheduling Specialist

This role is designed as a temporary position, with an expected duration of approximately 12 months, subject to adjustments based on organizational requirements. Internal personnel may be eligible for consideration as part of a job rotation, pending approval from their current supervisor.

Role Summary:

The Coffee Creek Correctional Facility serves as Oregon's sole women's correctional institution, encompassing both minimum and medium security levels, along with the statewide intake center. The facility offers a variety of educational and vocational programs, rehabilitation initiatives, recreational activities, and certification opportunities for individuals in custody.

In this position, you will be part of the staffing unit, responsible for overseeing the scheduling, post assignments, and leave management for security personnel within a 24-hour operational environment. Coffee Creek operates across multiple facilities and programs, requiring coordination across various shifts. Your responsibilities will include adhering to departmental policies, employment regulations, collective bargaining agreements, and leave entitlements to ensure effective staffing while addressing the needs of our personnel through the Institution Staff Deployment System (ISDS). You will review leave requests, track work hours, manage overtime submissions, and facilitate a bidding process in accordance with collective agreements. This role involves maintaining accurate staffing records, analyzing staffing trends for management, and providing recommendations regarding leave applications.

The ideal candidate will possess meticulous attention to detail, a solid understanding of Oregon's payroll and leave regulations, and the ability to manage extensive data in compliance with established policies and procedures.

This position is represented by the American Federation of State, County, and Municipal Employees (AFSCME) and may qualify for Police & Fire (P&F) benefits through the Public Employees Retirement System (PERS), as stipulated by law.

Essential Qualifications:

Applicants should have a minimum of three years of experience in administrative support or secretarial roles, which includes coordinating office functions, preparing both narrative and statistical reports, and conducting administrative data collection and analysis; OR

An associate degree in general office administration along with two years of relevant experience; OR

A combination of education and experience equivalent to the above.

Preferred Skills:

  • Experience in scheduling for a continuous operation
  • Proficiency in maintaining payroll records for staff
  • Ability to interpret and apply collective bargaining agreements
  • Knowledge of OFLA/FMLA and Paid Leave Oregon
  • Experience with staffing software or HRIS for report generation

In your application, please ensure that the Work Experience section includes dates and responsibilities for all relevant positions to demonstrate how you meet these qualifications. Failure to provide adequate information regarding education or work experience may result in disqualification from consideration. Only candidates whose qualifications closely align with the requirements and preferred skills will be invited for an interview.

Cover Letter Requirement:

Applicants must submit a cover letter, not exceeding two pages, detailing how they meet each of the preferred skills outlined in this job posting. Incomplete submissions may lead to disqualification.

Work Environment:

This position requires working on-site in a correctional facility, which includes interaction with individuals in custody.

About the Organization:

The Oregon Department of Corrections oversees the care of over 12,000 individuals in custody across 12 state correctional facilities. The department also provides guidance and evaluation for counties managing probation and parole programs, supervising more than 24,000 offenders in the community. Its mission is to enhance public safety by holding offenders accountable and reducing the likelihood of future criminal behavior.

The department is committed to serving a diverse and evolving population of incarcerated individuals and those under supervision. We strive to create an organization that reflects the diversity of the communities we serve, ensuring that all employees thrive in a culture of safety, trust, and inclusion. Our goal is to establish an anti-racist corrections system that is welcoming, inclusive, and respectful of all individuals, free from discrimination, harassment, and retaliation.

The Oregon Department of Corrections offers a range of programs and opportunities aimed at fostering a safe and healthy environment for staff, volunteers, and individuals in custody. Joining our team means contributing to the well-being of our communities through innovative and effective correctional practices.

Benefits:

The salary range provided is applicable to non-PERS qualifying candidates. Those qualifying for PERS may be eligible for an adjusted salary range reflecting an additional 6.95%.

The State of Oregon offers a comprehensive benefits package, which includes:

  • Paid vacation, sick leave, and 11 holidays
  • 21 days of paid military leave for eligible national guard and reserve members
  • Optional short-term and long-term disability insurance
  • Term life insurance coverage
  • Flexible spending accounts for health and childcare expenses

Application Process:

What to Anticipate:

  • Following the application deadline, a recruiter will assess submissions for educational background and experience to identify candidates who meet the minimum qualifications and preferred skills.
  • Top candidates will be forwarded to the hiring manager for further consideration.
  • The hiring manager will review applications and arrange interviews.
  • Interviews will be conducted by a panel of trained stakeholders, with scoring based on predetermined questions and evaluation criteria. Preference points will be applied in accordance with relevant laws and agreements. Multiple interview rounds may occur.
  • Final candidates will undergo a background check and reference verification.
  • A Classification and Compensation analyst will evaluate the successful candidate's application to determine starting salary.
  • A job offer will be extended through the application system to the selected candidate. Welcome to the team

Employment Requirements:

The successful candidate must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain eligibility for CJIS access. Certain felony convictions may disqualify candidates from this position due to CJIS requirements. However, having a felony record does not automatically exclude you from consideration. CJIS clearance will be conducted upon a conditional job offer. For inquiries regarding potential disqualifying convictions, please reach out to the recruiter for clarification.