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Administrative Operations Coordinator

2 months ago

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

This recruitment aims to create a pool of qualified candidates for the current opening and may also be utilized for future opportunities as they arise.

This role 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.

The State of Oregon is actively seeking an Administrative Operations Coordinator for the Columbia River Correctional Institution.

This position will be filled as a Job Rotation. Candidates MUST be current, permanent employees of the State of Oregon's Department of Corrections, Oregon Corrections Enterprises, or the Board of Parole, Probation, and Post-Prison Supervision to be eligible to apply. This role is represented by the AFSCME labor union.

This rotation is anticipated to last approximately twelve (12) months. Approval from the current supervisor MUST be included for consideration.

Key Responsibilities:

As the Staff Deployment Coordinator, you will be tasked with ensuring budget adherence while maintaining optimal staffing levels across designated shifts. Your responsibilities will include preparing and processing staffing rosters, management reports, absenteeism reports, system audits, and reconciliations to enhance effective staff deployment and reduce overtime costs. Additionally, you will assist in compiling staffing analysis data.

You will be required to interpret laws, regulations, policies, procedures, and the Collective Bargaining Agreement to prepare and post work schedules within mandated timeframes. Maintaining historical data in accordance with Oregon State Archive schedules will also be part of your duties. This includes monitoring all aspects of time and attendance information, such as overtime, compensation time, tardiness, absenteeism, vacation leave, shift trades, planned and unplanned leave, furlough leave, long-term leave, military leave, and protected leave. Collaboration with FMLA/OFLA coordinators will be necessary when employees qualify for protected leave. You will also process and maintain employee timesheets within payroll deadlines and reconcile any discrepancies or issues that arise.

Furthermore, you will ensure compliance with the applicable Collective Bargaining Agreements to establish the bidding process for staff postings and vacation requests. This will involve coordinating the schedule for bids, posting bid notices, and clarifying policies and processes to staff to ensure a clear understanding. You will address staff inquiries and concerns regarding the bidding process. Additionally, you will coordinate the scheduling of training for security personnel and make necessary adjustments to the schedule. Participation in staff institution meetings and ISDS meetings will be required to stay informed and provide relevant information regarding the ISDS system. Attendance at all training sessions related to the ISDS system is also expected.

Minimum Qualifications:

  • Two years of experience as an administrative specialist or executive support specialist, which included administrative support for a project, program, or operation. Administrative support encompasses duties beyond clerical/secretarial tasks, such as interpreting laws, rules, and regulations; administrative data collection and analysis; and evaluating projects, processes, and operations; OR
  • An equivalent combination of training and experience.

Requested Skills:

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Ability to interpret and apply statutes, rules, regulations, policies, procedures, and guidelines
  • Experience in handling confidential employee information
  • Scheduling expertise for 24-hour operations
  • Familiarity with timekeeping systems
  • Experience in producing, processing, and managing staffing rosters
  • Knowledge of the Oregon Department of Corrections Union Collective Bargaining Agreement

Only candidates whose experience closely aligns with the qualifications and requested skills for this position will be invited for an interview.

Application Instructions:

In the Work Experience section of your online application, clearly outline your experience as it relates to the minimum and special qualifications, requested skills, and/or desired attributes. Ensure you demonstrate any requested or required skills through education, work experience, or transferable skills (e.g., skills obtained through military education or experience) that are substantially relevant to this position. Your application and work experience will be evaluated to determine how closely your experience aligns with this role.

Failure to provide this information will result in the elimination of your application from further consideration. A resume will not substitute for completing the work experience section of your application.

Working Conditions:

This position requires working onsite in an office environment within a minimum and medium security prison, involving interaction with Adults in Custody. The role entails extended use of computers and filing systems, managing a large volume of documentation, and processing during the annual bidding period. You may be called back in case of an emergency as per collective bargaining agreements.

Employment Requirements:

Candidates must successfully pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, certain convictions may disqualify candidates for this position, including felony convictions, computer theft, identity theft, and fraud. CJIS clearance will be conducted upon a conditional job offer.

Selection Process:

  • Initial review of minimum qualifications, knowledge, and skills.
  • Consideration of top candidates - Recruitment will review and refer the top candidates to the hiring manager.
  • Interviews and/or testing to determine the best candidates for the position.
  • Background and reference checks - All finalists must pass a thorough criminal record check and reference check.

Benefits:

The salary range provided is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted salary range. The State of Oregon offers a comprehensive benefits package, including family health and dental insurance, optional short and long-term disability, and term life insurance, all of which can be customized to meet individual needs. Additional benefits include a fully funded retirement program, modest life insurance policy, paid holidays, vacation, and sick leave. This position may also qualify for Police & Fire (P&F) benefits through the Public Employees Retirement System (PERS), as defined by law.