Administrative Specialist 2, Administrative Assistant (Salem)
About The Position
Administrative Specialist 2, Administrative Assistant ODOC Central Distribution Center (Salem) Oregon Department of Corrections Our Facilities and Distribution Services team has an exciting opportunity for an Administrative Assistant! This position is based at the Central Distribution Center (CDC) in Salem, Oregon and is an in-person role with a Monday through Friday schedule. This position is represented by American Federations of State, County, and Municipal Employees (AFSCME). About the Job – Your Role The Administrative Specialist 2 position provides strategic operational and critical administrative support to upper-level management and represented staff. Reporting directly to the Statewide Distribution Services Manager, this role assists in administering operational objectives, coordinating special projects, and supporting mission strategies. Responsibilities include managing the manager’s calendar, prioritizing commitments, preparing agendas and meeting notes, serving as a communication link with internal and external stakeholders, arranging travel, processing invoices, tracking staff training, and handling confidential materials related to personnel matters. The position also supports policy implementation, recruitment processes, and independently performs tasks requiring sound judgment. Daily contact with Adults in Custody (AICs) is required.
Requirements
- Three (3) years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An associate degree in general office occupations and two (2) years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An equivalent combination of education and experience.
- Ability to work in a fast-paced team driven environment
- Skills in utilizing a variety of software programs to access and input information and complete various tasks
- Experience in utilizing Microsoft Office Suite (Excel, PowerPoint, Outlook, Word)
- Excellent organizational skills and attention to detail
- Exhibits strong verbal and written communication skills
- Proficient in fostering a culture that values respect, inclusivity, and appreciation for diverse perspectives, backgrounds, and values
- Adept at prioritizing and facilitating the resolution of competing and urgent needs
- Scheduling experience including coordinating and scheduling appointments, meetings, and/or events
Nice To Haves
- Billing experience including researching and resolving billing issues efficiently
- Compiling and maintaining detailed reports while accurately tracking employee time, training, overtime, safety records, and work schedules
Responsibilities
- managing the manager’s calendar
- prioritizing commitments
- preparing agendas and meeting notes
- serving as a communication link with internal and external stakeholders
- arranging travel
- processing invoices
- tracking staff training
- handling confidential materials related to personnel matters
- supporting policy implementation
- recruitment processes
- independently performs tasks requiring sound judgment
Benefits
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
Number of Employees
501-1,000 employees
