Special Housing & Program Services Support, Executive Support Specialist 1 Job rotation for ODOC, BOPPPS or OCE employees only (Wilsonville)
About The Position
This position is a job rotation anticipated to last 12 months, though may be extended or decreased due to business need. This rotation 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 with their current manager's approval. In this highly visible role, you'll serve as the primary administrative support to the Assistant Superintendent, ensuring the office operates efficiently while supporting programs that directly impact Adults in Custody (AICs), including correctional counseling and recreation services. Your work will help leaders make informed decisions, coordinate critical operations, and maintain effective communication throughout the facility. As the Executive Support Specialist, you will provide confidential administrative and executive support to the Assistant Superintendent of Special Housing by coordinating daily office operations, managing calendars, meetings, correspondence, reports, and special projects, while ensuring the office functions efficiently and effectively. You will serve as a liaison between executive leadership, CRU staff, facility work units, and external agencies to facilitate timely communication and collaboration. Responsibilities include preparing, reviewing, and maintaining confidential records, reports, meeting materials, and executive correspondence; tracking assignments and priorities to ensure deadlines are met; conducting research and compiling information to support leadership decision-making; coordinating meetings, trainings, and facility communications; and providing backup administrative support to the Superintendent, Assistant Superintendents, and other executive staff as needed. This position requires exercising independent judgment, maintaining strict confidentiality, effectively prioritizing competing assignments with minimal supervision, and fostering positive working relationships with multidisciplinary teams while delivering exceptional customer service in a dynamic correctional environment.
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.
- Experience working with sensitive communications, records, and legal materials discreetly and in compliance with policies.
- Proven ability to prioritize tasks, manage conflicting deadlines, and maintain accuracy and efficiency under pressure.
- Strong skills in drafting, proofreading, and editing professional correspondence, reports, and public-facing materials.
- Ability to maintain positive, professional, and cooperative working relationships with internal leadership, staff, external agencies, and the public.
- Skill in using Microsoft Word, Excel, Outlook, and other administrative software for document preparation, tracking, and reporting.
- Interpret and apply statutes, rules, regulations, policies, and procedures.
- Pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.
- Complete an I-9 and confirm authorization to work in the United States within three days of hire.
Nice To Haves
- Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.
Responsibilities
- Coordinate daily office operations.
- Manage calendars, meetings, correspondence, reports, and special projects.
- Serve as a liaison between executive leadership, CRU staff, facility work units, and external agencies.
- Prepare, review, and maintain confidential records, reports, meeting materials, and executive correspondence.
- Track assignments and priorities to ensure deadlines are met.
- Conduct research and compile information to support leadership decision-making.
- Coordinate meetings, trainings, and facility communications.
- Provide backup administrative support to the Superintendent, Assistant Superintendents, and other executive staff as needed.
- Exercise independent judgment.
- Maintain strict confidentiality.
- Effectively prioritize competing assignments with minimal supervision.
- Foster positive working relationships with multidisciplinary teams.
- Deliver exceptional customer service in a dynamic correctional environment.
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
No Education Listed
