Administrative Specialist

3 weeks ago

Woodburn, Oregon, United States State of Oregon Full time
Job Summary:

We are seeking a highly organized and dependable individual to join our team as a Dispatch Specialist at the MacLaren Youth Correctional Facility in Woodburn. As a key member of our staff, you will provide essential administrative support to our facility, ensuring the smooth operation of our daily activities. Your primary responsibilities will include developing and maintaining schedules for all direct care staff and support services, managing the entry and confirmation of OYA warrants in the Law Enforcement Data System/National Crime Information Center (LEDS/NCIC) databases, and supporting the intake process for new commits and parole violators.

Key Responsibilities:
  • Coordinate with the scheduling manager to determine minimum staffing needs and point of contact for scheduling-related needs and concerns.
  • Create staff schedules for all staff in the electronic scheduling system.
  • Gather, track, and organize spreadsheets related to staffing needs, sick calls, overtime, and mandates.
  • Answer the sick call line, document all sick calls, and send notification to MacLaren managers.
  • Allocate available resources to address staffing needs, following the approved process for resource allocation.
  • Operate facility security radio and serve as a base station for campus operations personnel.
  • Assist campus operations in communication with facility and outside services during emergencies.
  • Responsible for all OYA warrants and detainers in the LEDS/NCIC databases of youth on runaway or escape status or who are in need of detainment due to community safety issues.
  • Responsible for running background/LEDS checks on all Request to Visit (YA4006) forms received by potential visitors.

Requirements:
  • Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
  • An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.
  • An equivalent combination of education and experience.

Preferred Qualifications:
  • Experience answering questions in a friendly manner and providing information to the general public.
  • Dependability and a strong work ethic.
  • Ability to adjust to shifting priorities and emerging issues.
  • Excellent written and oral communications skills.
  • Excellent problem-solving skills.

Working Conditions:
  • Must be able to work under the following conditions with or without reasonable accommodations:
  • MacLaren YCF is a tobacco-free environment.
  • This position will involve daily face-to-face contact with adjudicated and convicted youth.
  • Facilities require 24-hour a day/7-day per week staffing.
  • Weekend/holiday work may be required.
  • Periodic or frequent mandatory overtime may be required with minimal notice.
  • Staff is expected to work during inclement weather.
  • Must be able to sit, stand, lift up to 25lbs.

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