Administrative Specialist 1, Institution Records Specialist (Madras)
: Job Details :

Administrative Specialist 1, Institution Records Specialist (Madras)

Deer Ridge Correctional Institution Madras, Oregon

Oregon Department of Corrections

The Oregon Department of Corrections is seeking a motivated Administrative Specialist 1 to manage offender records, coordinate legal and court processes, and support smooth daily operations in our Offender Information & Sentence Computation (OISC) division. If you thrive in a fast-paced setting, excel at interpreting rules and laws, and enjoy solving complex problems with independence, this role offers a challenging and rewarding career path.

In this position, you'll oversee and coordinate the work of OISC Institution Records Offices while providing administrative support to the OISC Central Unit often working independently with offsite management. You'll handle everything from reviewing sensitive legal documents for compliance, to arranging adult in custody (AIC) transfers, to responding to subpoenas and public records requests. Your expertise will be relied upon by attorneys, law enforcement, and court officials statewide, and your ability to manage confidential information accurately will be essential to keeping operations running smoothly.

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:

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

Requested Skills:

• Ability to accurately create, maintain, and organize physical and digital files in compliance with retention schedules and confidentiality requirements.
• Skill in understanding and applying Oregon Revised Statutes (ORS), Oregon Administrative Rules (OAR), and agency policies to daily tasks.
• Proficiency in entering, updating, and retrieving data in systems such as OIS, CIS, and LEDS with a high level of accuracy.
• Ability to prioritize multiple tasks, meet strict deadlines, and adapt to shifting priorities in a high-volume environment.
• Clear and professional verbal and written communication with attorneys, law enforcement, courts, staff, and the public.
• Capacity to assess unique situations, identify potential issues, and determine the most appropriate course of action.
• Demonstrated ability to handle sensitive and confidential information in compliance with applicable laws and regulations.

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.
• 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.

Working Conditions:

Work is performed in an office setting in a correctional facility and includes extended sitting time at a computer terminal, involvement in telephone conversations, research in manuals, writing various documents, climbing ladders, bending, stooping and stretching to reach/obtain/maintain AIC files. Incumbent is responsible for the operation of security alarms, tools, and key control. Work may be done with other units within the institution inside the secure perimeter. The worker must be able to move full boxes that may weigh 30 lbs. Boxes weighing greater than 30lbs will require assistance in carrying.

This position is subject to response during working and non-working hours to emergencies within the department and is subject to assignment to other areas of the department. Contact with AICs is likely and the possibility of exposure to material of a graphic nature and to dangerous situations (e.g. verbal or physical assault) does exist.

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