Assistant to the Superintendent of General Services, Executive Specialist 1 (Salem) For current state employees only

State of Oregon•Salem, OR

12d•Onsite

About The Position

Assistant to the Superintendent of General Services, Executive Specialist 1 - For current state employees only Oregon State Correctional Institution (Salem) Oregon Department of Corrections Are you a highly organized professional who thrives in a fast-paced executive environment and enjoys being the backbone of effective leadership? The Oregon State Correctional Institution invites applications for an Executive Specialist 1 to support our General Services team. This position requires in-office work and is available only to current state employees; contractors are not eligible to apply. 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. About the Job – Your Role In this role you will provide high-level, confidential administrative support to the Assistant Superintendent of General Services and play a key role in ensuring the General Services Department operates in an organized, efficient, and responsive manner. Serving as an extension of executive leadership, you will coordinate and perform a wide range of administrative assistant duties that allow the Assistant Superintendent to focus on effective management and supervision of multiple institutional sections. In this role, you will manage schedules, correspondence, records, and sensitive information; prepare materials for meetings; track priorities and action items; and help ensure deadlines and commitments are met. You will also function as a representative on behalf of the Assistant Superintendent by coordinating communication and disseminating information across institutional sections, building strong working relationships with staff, and supporting collaboration. As needed, you will provide support and back-up administrative services to the Assistant Superintendent of Security and the Superintendent’s Office, helping ensure continuity of operations and consistent executive support across leadership functions.

Requirements

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 year of the clerical/secretarial experience.
No substitution will be made for the one year at the full performance level.
Applicants must be current State of Oregon employees; contract workers are not eligible.

Nice To Haves

Organizational Skills: Exceptional ability to manage schedules, maintain files, and keep an orderly, efficient workspace.
Communication Skills: Clear verbal and written communication for interacting with clients, staff, and management.
Technical Proficiency: High proficiency in IT and software (e.g., Microsoft Office Suite, Outlook) and strong typing/keyboard skills.
Calm Under Pressure: Ability to manage multiple, competing, and urgent tasks without losing composure.
Attention to Detail: Accuracy in taking meeting minutes, managing correspondence, and handling documents.
Discretion and Confidentiality: High levels of integrity when dealing with sensitive, private information.
Proactive Initiative: The ability to work independently, anticipate needs, and solve problems efficiently.
Flexibility/Adaptability: Adaptability to changing priorities and different working environments.
Interpersonal Skills: A professional, friendly, and helpful demeanor, particularly for front-desk or phone duties

Responsibilities

manage schedules, correspondence, records, and sensitive information
prepare materials for meetings
track priorities and action items
coordinate communication and disseminating information across institutional sections
building strong working relationships with staff, and supporting collaboration
provide support and back-up administrative services to the Assistant Superintendent of Security and the Superintendent’s Office