Initial Posting Date:

08/26/2025

Application Deadline:

09/07/2025

Agency:

Department of Corrections

Salary Range:

$4,447 - $5,849

Position Type:

Employee

Position Title:

Population Management Assistant, Executive Support Specialist 1 (Salem/Hybrid)

Job Description:

Population Management Assistant, Executive Support Specialist 1 (Salem/Hybrid)

Headquarters

Oregon Department of Corrections

Are you highly organized and detail-oriented? We’re looking for an Executive Support Specialist 1 to provide critical support to the Office of Population Management.

About the Job – Your Role

In this role, you will provide a wide range of confidential administrative support to ensure the smooth and efficient operation of the office. Responsibilities include managing calendars, scheduling meetings, preparing agendas and reports, maintaining and safeguarding sensitive information, drafting and proofreading correspondence, and serving as a professional point of contact for internal and external stakeholders. This position also supports data tracking and reporting, assists with special projects, and ensures deadlines and priorities are managed effectively for office leadership.

This position is represented by American Federation 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.

Minimum Qualifications

Three (3) years of clerical/secretarial experience which included:

One (1)  year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one (1) year of the clerical/secretarial experience.

No substitution will be made for the one (1) year at the full performance level

Requested Skills

• Experience providing administrative support in an executive or professional office environment.
• Strong organizational and time management skills with the ability to prioritize competing demands.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or equivalent tools.
• Excellent verbal and written communication skills.
• Experience supporting leadership or management staff.
• Strong problem-solving and initiative-taking abilities.
• Ability to work independently while contributing to a collaborative team environment.

Desired Attributes

• Experience with LEDS
• Knowledge of ODOC processes, policies, and procedures.
• Experience with DOC400

Application Information

• 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. You may be asked to submit a skills assessment, a writing sample, or other assessment as part of the application screening process.
• 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.

Working Conditions

This position is designated as a remote working position that will be required to report into Headquarters at least two days a week. With an occasional need to report to institutions, or institution visits as needed.

Work is generally performed with the likelihood of prolonged sitting and repeated, extensive use of the computer for e-mail, word processing, and data entry; involvement in telephone conversations and conferences, and the use of research manuals.

You will work under pressure of deadlines with frequent interruptions and distractions, balance conflicting workload demands and multiple competing priorities; must be conscious of and maintain a safe and sanitary work environment; requires lifting up to 50 pounds.

You are responsible for assuring the proper operation of security alarms, tools and key control when located at a department office/institution worksite.

You must be able and willing to make positive contributions to a cooperative team environment. You must be willing and able to work efficiently in a remote work environment.

You must be able to adapt to a constantly evolving work environment, often completing special assignments and regular duties under the pressure of shortened deadlines. This position may require work after hours or on weekends and overnight, in-state travel. This position may require the operation of a motor vehicle, requiring a regular driver’s license with a clean driving record.

This position will be required to work inside a Department of Corrections correctional facility during working and, in the case of an emergency, nonworking hours and is subject to assignment in other areas of the Department.

This position will have contact with adults in custody and will be exposed daily to material of a graphic nature (including details/photos of AIC assaults and police reports outlining violent offenses) and to dangerous situations (e.g., verbal or physical assault) does exist when entering a correctional facility. The adults in custody have the potential for becoming angry, hostile, abusive, and aggressive, increasing the risk for employees of physical injury, death, and/or being taken hostage.

You are responsible for answering phone calls from callers who are often hostile, frustrated and lash out; must be able to answer their questions calmly and diffuse the situation. Will be required to participate in in-person meetings with maximum custody AICs who have violent history towards staff, other AICs and community members. Has regular telephone, email and in-person contact on a daily basis with staff throughout the agency, staff from other departments and agencies, defense attorneys, District Attorney’s and the public. Often deals with sensitive issues that require confidentiality, tact and diplomacy.

DOC buildings and institutions are tobacco free. Use of tobacco products are prohibited within the buildings or on the grounds.

  

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: Stephanie Johnston, Stephanie.M.Johnston@doc.oregon.gov 

Reference Number: 186062

• 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.