Administrative Specialist 1, Administrative Specialist 1 (Salem) for ODOC, BOPPPS or OCE employees only

State of Oregon

12d•Hybrid

About The Position

Administrative Specialist 1, Administrative Specialist 1 (Salem) for ODOC, BOPPPS or OCE employees only Central South Admin Building – Salem, Oregon Oregon Department of Corrections Are you looking for a stable, rewarding career where you can truly make a difference? Join the Oregon Department of Corrections and become part of a dedicated healthcare team that provides essential care to a unique and underserved population. Our health services operate within secure, well-managed facilities—offering a safe and structured environment where you can focus on your professional growth and career! This position may have the option of hybrid work in the future. This opening 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 only. About the Job – Your Role You will function in a centralized role to track and complete the grievance appeal process and other correspondence for Adults in Custody (AICs) housed at all Department of Corrections’ facilities. You will carry out goals and objectives for the administration of the Department of Corrections Health Services Division to include technical, clerical and administrative support for the Business Operations Unit and other Health Services staff. You will work independently to review grievance appeals or other correspondence and supporting documentation to determine necessary direction for timely processing. You will Review the draft response, making edits as needed, before sending for final review and signature. May draft responses to some correspondence, and first and second level appeals to submit to Assistant Director, Chief of Medicine, Health Services Administrators, Chief of Psychiatry, Dental Director or others. This position will respond to inquiries from DOC staff about grievance status. You will explain pertinent laws, rules, policies and procedures to internal and external stakeholders. This will also include giving input in developing policy, rules and procedures regarding grievances. You will track and monitor grievance appeal status, as well as follow up as needed to ensure timely response. You will use databases and spreadsheets to obtain information and/or input data about grievance appeals and other correspondence and produces regular reports and distributes data to Health Services’ Administration. This role will independently research, locate, assemble, review, investigate, gather, compile, and or edit information for the Health Services management team on a variety of subjects and prepares information in the form of reports, graphs, summary tables and charts. You may coordinate managers’ schedules and activities; arrange meetings, set appointments and plan for meetings, as well as arrange travel itineraries and accommodations. You will type and proofread letters, memos, reports, necessary cards and forms, and other documents. May assist with or provide backup as follows: maintaining and updating division’s policies, procedures, protocols, forms and administrative rules; providing general administrative support to division’s Contract Administrators; purchasing supplies and equipment through AFAMIS, Office Max; coordinating new training module approvals through the Professional Development Unit and the department’s electronic learning management system; tracking employee training requirements; gathering data and supporting information for CORE performance measures to update department and division scorecards.

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.

Nice To Haves

Prior experience in the health care field is a plus.
Preferred candidates with solid experience utilizing organization, time management, and strong writing skills.
Must be great with communication in person, phone, and writing as essential skills of this position.
Strong attention to detail and administrative office skills are required.
Must be able to handle multiple, complex tasks efficiently, know and utilize sound office management practices.
Must be knowledgeable with computer and software systems including Excel, Word, PowerPoint, MS Outlook and Access databases.
Must maintain a high standard of performance, personal integrity and conduct.
Must be independent, taking initiative without constant supervision.
Must understand and adhere to the highest standards of confidentiality.
Must be able to participate in a cooperative team environment and make positive contributions.

Responsibilities

function in a centralized role to track and complete the grievance appeal process and other correspondence for Adults in Custody (AICs) housed at all Department of Corrections’ facilities
carry out goals and objectives for the administration of the Department of Corrections Health Services Division to include technical, clerical and administrative support for the Business Operations Unit and other Health Services staff
work independently to review grievance appeals or other correspondence and supporting documentation to determine necessary direction for timely processing
review the draft response, making edits as needed, before sending for final review and signature
draft responses to some correspondence, and first and second level appeals to submit to Assistant Director, Chief of Medicine, Health Services Administrators, Chief of Psychiatry, Dental Director or others
respond to inquiries from DOC staff about grievance status
explain pertinent laws, rules, policies and procedures to internal and external stakeholders
give input in developing policy, rules and procedures regarding grievances
track and monitor grievance appeal status, as well as follow up as needed to ensure timely response
use databases and spreadsheets to obtain information and/or input data about grievance appeals and other correspondence and produces regular reports and distributes data to Health Services’ Administration
independently research, locate, assemble, review, investigate, gather, compile, and or edit information for the Health Services management team on a variety of subjects and prepares information in the form of reports, graphs, summary tables and charts
coordinate managers’ schedules and activities; arrange meetings, set appointments and plan for meetings, as well as arrange travel itineraries and accommodations
type and proofread letters, memos, reports, necessary cards and forms, and other documents
assist with or provide backup as follows: maintaining and updating division’s policies, procedures, protocols, forms and administrative rules; providing general administrative support to division’s Contract Administrators; purchasing supplies and equipment through AFAMIS, Office Max; coordinating new training module approvals through the Professional Development Unit and the department’s electronic learning management system; tracking employee training requirements; gathering data and supporting information for CORE performance measures to update department and division scorecards