Office Specialist 2 (Pendleton) Internal Only

Initial Posting Date:

07/22/2025

Application Deadline:

08/03/2025

Agency:

Department of Corrections

Salary Range:

$4,067 - $5,349

Position Type:

Employee

Position Title:

Office Specialist 2 (Pendleton) Internal Only

Job Description:

Office Specialist II, (Pendleton) Permanent, Internal Only

Eastern Oregon Correctional Institute, Pendleton OR

Oregon Department of Corrections

About the Job:

This position is available for current regular status employees of the Oregon Department of Corrections, Oregon Corrections Enterprises, or Oregon Board of Parole, Probation, and Post-Prison Supervision

The position serves as a key administrative support professional within the Superintendent’s Office at the Eastern Oregon Correctional Institution (EOCI), delivering exceptional customer service in alignment with the Oregon Accountability Model. This role maintains a professional front-facing presence while managing a wide range of complex administrative tasks, including responding to public and staff inquiries, coordinating legal and professional visits, handling subpoenas, managing schedules, and supporting internal processes such as policy updates and disciplinary hearings. The position also supports cultural competency, promotes an inclusive and respectful workplace, and may serve in delegated roles such as Notary Public, LEDS operator, or Executive Support Specialist in their absence.

This recruitment will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

This position is represented by American Federations 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.

Duties

Maintains a professional image in greeting visitors to the Superintendent's office area. Provide confidential assistance and clerical support to the Executive Support Specialist II and the office of the Superintendent. Provides a variety of support duties; researches and prepares reports, recommendations, and correspondence. Maintains filing systems; answers telephones and routing callers to the appropriate departments, greets and screens visitors to the Superintendent's Office and provides information and/or instruction.
 

Assist Receptionist by escorting guests or other department staff, to various locations inside the institution for professional meetings. Provides exceptional quality customer service, consistent with the principals of the Oregon Accountability Model, in responding to inquiries from Adult in Custody (AIC) families, staff, law enforcement agencies and the public. Locates and summarizes material, information, and data from a variety of sources; may anticipate needs by composing letters, memos and reports. Performs a wide variety of tasks for the Superintendent's Office, utilizing word processing computer programs. Monitors work priorities to ensure critical target deadlines are met. Retrieves mail for Superintendent's office and distributes, responds or assigns to the appropriate department. Receives, tracks, follows up and returns subpoenas. Orders office supplies for the office of the Superintendent.  Responsible for coordinating and scheduling meeting rooms and video conferencing equipment for staff. Responsible for coordinating and scheduling video Team and WebEx meeting for AICs for county, court, and/or professional calls.
 

In this position you will provide information and/or instruction to EOCI staff, Department officials, law enforcement agencies, media representatives, and members of the public using independent judgment based on knowledge of DOC rules and policies. Receives and screens telephone calls and directs to the appropriate department. Explains and/or clarifies rules, policy and procedures and guidelines to callers, visitors, and staff. Uses judgment on best location and type of restrictions required when scheduling professional meetings for attorneys, investigators or psychologists for AIC interviews, testing as well as meetings for attorney to meet with AIC client. Provides facility guests (attorneys, investigators, psychologists, etc.), Department of Justice staff, Attorneys, Department of Corrections employees and the public. Responds to Adults in Custody (AICs) inquiries and complaints.
 

You will receive and handle requests for professional meetings and/or calls for Adults in Custody (AICs) with attorneys, private investigators, foreign consulates, and other officials as needed, verifying their credentials, performing LEDS checks, scheduling meeting rooms and video conferencing equipment, as well as entering the Adults in Custody (AICs) on callouts. Receive, track and return subpoenas received at the institution and distribute to deputized staff, usually the Office in Charge (OIC). Performs LEDS checks for visitors and guests, is an Oregon Notary Public, available to assist staff and Adults in Custody (AICs) on a case-by-case basis when the library is not able to notarize their document.

Receives and prints Grievance Appeals responses reviewing for grammatical errors prior to the Superintendent reviewing them for approval. Once approved, you save a scanned copy and enter them onto the excel spreadsheet for tracking.  Assists Executive Support Specialist II as well as the Superintendent with other duties as assigned.  

Become familiar with mailroom duties, policy, and procedure. Support mailroom staff by sorting Adult in Custody communication forms. Bunking mail to the appropriate location and reading incoming mail as needed. 

May be required to assume some duties of the Executive Support Specialist 2 in their absence. Including preparation of special reports, coordination of projects, recording/transcribing minutes of meetings. Performs all other-related duties as assigned or requested by the Superintendent and office management staff.

The right person for the job has a keen eye for detail, a knack for reviewing and completing paperwork, and a drive to invest into their career and develop their skills.

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.

Revised: 4/20/23

Requested Skills:

• Reviewing Information on forms for accuracy and completion
• Physical and electronic filing
• Order and maintain inventory of office supplies.
• Taking meeting notes
• Auditing data from a computer database to confirm accuracy of paperwork.
• Providing customer service for a variety of stakeholders in person, over the phone, and by email
• Navigating and running reports

Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview. In the Work Experience section of your application make sure to include the dates and duties off all relevant positions and details that support how you meet these attributes. If you don’t include education or work experience that meets the minimum qualifications, you will not be considered for the position.

Working Conditions:

Working at a male correctional facility including regular contact with Adults in Custody (AICs). Office environment operating computer equipment and being exposed to a video screen for extended periods of time.  Sitting for extended periods of time is also required.  Contact and supervision of the AICs population is necessary on a daily basis.  Required to work weekends and/or holidays as necessary.

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 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.

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.

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.

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: Chris Elliott chris.m.elliott@doc.oregon.gov

Reference Number: REQ-184329

• 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.