Office Specialist 2, Hearings Support (Umatilla)

State of Oregon•Umatilla, OR

2d•Onsite

About The Position

This position is for an Office Specialist 2 in the Hearings Unit at Two Rivers Correctional Institution – Umatilla, Oregon, within the Oregon Department of Corrections. The role is crucial for ensuring hearings for adults in custody (AICs) are handled accurately, efficiently, and in accordance with established timelines and policies. The Office Specialist 2 will coordinate and schedule various types of hearings, prepare and distribute hearing documents, enter data into the Offender Management System (OMS), and maintain case records. Responsibilities include proofreading, finalizing orders, managing electronic and physical files, handling written communication with AICs, and responding to inquiries. The position requires independent workload management and adherence to Oregon Administrative Rules and agency policies. This position is represented by AFSCME and is not eligible for Police & Fire (P&F) benefits through PERS.

Requirements

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents.
OR An associate degree in any field.
OR An equivalent combination of education and experience.
Proven customer service skills
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Data entry accuracy
Experience organizing, maintaining, and archiving both electronic and physical records in compliance with retention policies
Interpreting and applying statutes, rules, regulations, policies, procedures, and guidelines
Strong communication skills (verbal and written)
Ability to draft, proofread, and finalize documents with strong attention to grammar, punctuation, and formatting
Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.
Must complete an I-9 and confirm authorization to work in the United States within three days of hire.

Nice To Haves

Experience with AS400
Experience with the Offender Management System (OMS)
A minimum of six months experience in a correctional setting

Responsibilities

Coordinate and schedule hearings for AICs, including administrative misconduct, involuntary housing (mental health or segregation), and leave revocation hearings, conducted either on site or by phone.
Prepare and distribute hearing documents.
Enter detailed information into the Offender Management System (OMS).
Ensure case records are accurate and submitted on time.
Proofread documents, finalize and route orders.
Maintain both electronic and physical files in compliance with state rules.
Handle written communication with AICs.
Respond to hearing-related inquiries from internal and external partners.
Use sound judgment to manage workload independently while ensuring all procedures align with Oregon Administrative Rules and agency policies.