Supervising Executive Assistant, Public Information Officer/ Legal Information Officer (Salem)

Initial Posting Date:

Application Deadline:

Agency:

Salary Range:

Position Type:

Position Title:

Job Description:

The Oregon Department of Corrections is actively recruiting for a Supervising Executive Assistant. This position is located at Oregon State Penitentiary in Salem, Oregon. This recruitment is for those who meet full qualifications. All interested parties are encouraged to apply. This recruitment maybe used to fill future vacancies.

This position is part of the department's management service; this position is not represented by a labor union.

The Supervising Executive Assistant to the Superintendent position is responsible to provide close, confidential executive management level support for the Superintendent’s responsibilities for legal, equitable, and objective delivery of specialized services through the Administration Unit. The position manages and supervises three to potentially ten represented staff. Currently supervises one position which is an Operations and Policy Analyst 2 (OPA2)- Grievance/Discrimination/ADA Coordinator, an Investigator 2 (INV2)-Administrative Investigations Assistant, and a third position of Executive Support Specialist 1 (ESS1), who provides administrative support including gathering records and other pertinent documentation related to support Legal Information Officer (LIO) duties of the OSP Supervising Executive Assistant to the Superintendent. The incumbent directs a media and public information and education program; provides union advice and counsel on contract administration matters to section heads; performs employee discipline, grievance investigations. The position is directly responsible to the OSP Superintendent as an assistant for the management of executive services in critical and specialized areas that cross the Assistant Superintendents for Security, Correctional Services, and General Services lines of authority. This position is also a key participant in the OSP Executive Management Team, Operations Committee, Activities Committee, and Special Needs Inmate Evaluation Committee (SNIEC), Hospice, Interdisciplinary Committee (IDC), Labor Management, Non-Cash Incentive Committee (NCI) group as well as OSP ad hoc committees.

This position has administrative oversight of the Grievance and Discrimination Coordinator positions, Executive Support Specialist 1, and could include mailroom or other staff dependent on the needs of the institution. The Executive Assistant to the Superintendent is the back up to the Assistant Superintendent of General Services as the principal financial advisor regarding cost centers and budgeting and is assigned to Duty Officer-of-the-Day as scheduled and provides recommendations to members of the Executive Management Team in areas as needed.

• Four (4) years of staff-level experience providing administrative support to management. The experience must include technical or analytical duties in the management of program goals and objectives; performing program or project planning; preparing, monitoring, or controlling budgets; or performing research and providing analytical information and/or recommendations used in management decision making. Two (2) years of this experience must have been performed in a supervisory or lead worker capacity.
• A Bachelor's degree in Business Administration, Management, Public Administration or a closely-related field may be substituted for up to two (2) years of the required experience but will not substitute for two (2) years of supervisory or lead worker experience.

• Excellent written and verbal communication skills for interacting with media, staff, the public and external stakeholders.
• Ability to convey complex information clearly and professionally.
• Strong public relations and media management skills.
• Strong problem-solving and decision-making skills, especially in high-pressure situations.
• Experience in staff supervision and team leadership.
• Interpret and apply statutes, rules, regulations, policies, procedures, and guidelines.
• Ability to manage confidential and sensitive information with discretion.
• Knowledge working with budget activities and reports.
• Independent judgment, organization, and problem resolution.
• Research information and composing/proofreading memos, letters, and other correspondence for own or administrative superior's signature.
• Knowledge and proficient in Outlook, internet navigation, and various other computer programs (Word, Excel)
• Training, managing, leading, or supervising personnel.
• Develops and maintains tracking of documents.
• Monitor attendance, assign work schedules and reviews monthly timesheets

•  Knowledge and experience fulfilling Public Records Requests.
• Possess a current Law Enforcement Data System (LEDS) certification.
• Knowledge or experience working with State P-Card of Oregon Transaction System (SPOTS) Card.

• In the Work Experience section of your application make sure to include the dates and duties of 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. Applicants must meet the minimum qualifications on or before the job posting close date.
• The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submittal. These questions are necessary to complete the application process.
• Please monitor both your email and Workday account for updates regarding this recruitment.
• As part of our selection process, we may require additional assessment stages, such as written exercises, to further evaluate candidates’ qualifications. Meaningful participation in these exercises is required for all applicants moving forward in the process. Failure to complete the required exercise(s) within the specified timeframe will result in disqualification from consideration. All candidates who successfully complete these screening stages and meet the necessary requirements will advance to the next stage in the selection process.
• Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline.

This position is located inside the Oregon State Penitentiary (OSP) and works inside a secure adult correctional facility. Inherent custodial duties include the responsibility for personally handling adult in custody incidents in the employee’s immediate work area. The employee is responsible to prevent escapes from confinement by proper control of keys, tools, and contraband and documenting unusual incidents as they occur. This administrator may encounter abusive adults in custody who pose the risk of physical injury. This administrator is subject to call back in the event of an emergency at which time this manager could be placed in a supervisory position in the institution. During a “work stoppage” the employee could be required to fill any post assigned in the institution. The incumbent in this position may be subject to long hours, especially during peak work periods or adult in custody unrest. Day and overnight travel may be required.

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 protect communities, promote accountability, and transform lives.

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.

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

• 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!

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.

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. You will have up until 24 hours after the posted application deadline to submit the appropriate documentation.

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: Maria Arellano, Maria.A.Arellano@doc.oregon.gov

Reference Number: 178723

• 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.