Administrative Specialist 2- ISDS Coordinator (Portland) Internal Job Rotation

Job Description :

This recruitment will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

This position is represented by American Federations 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.

The Oregon Department of Corrections is actively recruiting for a ISDS Coordinator Administrative Specialist 2 for the Columbia River Correctional Institution (CRCI) in Portland.

This position will be filled as a Job Rotation . You MUST be a current, permanent employee of Oregon Department of Corrections, Oregon Corrections Enterprises, or Board of Parole, Probation, and Post-Prison Supervision to apply.

This position is represented by the AFSCME labor union.

This rotation is expected to last approximately twelve (12) months. Approval from current supervisor MUST be attached to be considered.

Duties

As the Staff Deployment Coordinator, y ou will be responsible ensuring budget compliance while maintaining appropriate staffing levels on each designated shift.

You will prepare and process staffing rosters, management reports, absenteeism reports, system audits, and reconciliations to maximize effective staff deployment and minimize overtime.

Additionally, you will assist with preparing staffing analysis information.

You must interpret laws, rules, policies, procedures, and the Collective Bargaining Agreement to prepare and post work schedules within required timeframes.

You will be required to maintain historical data according to Oregon State Archive schedules. This will include you monitoring all aspects of time and attendance information, including overtime, compensation time, tardiness, absenteeism, vacation leave, shift trades, planned and unplanned leave, furlough leave, long-term leave, military leave, protected leave, etc.

This will require you to work with FMLA / OFLA coordinators when employees may meet qualifications for protected leave. You will process and maintain employee timesheets within payroll deadlines.

You as well will be reconciling discrepancies and problems on timesheets. Upon request you will have to prepare the leave reports, staffing prediction reports, and historical data reports.

You will ensure that the applicable Collective Bargaining Agreements is followed to establish the bidding process for staff postings and vacation bidding.

This will require you to coordinate the schedule for bids, post notices of bids, and explain the policies and process to staff to establish a clear understanding of the process.

You will respond to staff questions and concerns regarding the bidding process. You as well will coordinate scheduling of staff training for security staff, to making appropriate adjustments in the schedule.

You will be required to attend staff institution meetings and ISDS meetings to stay informed and provide information relative to the ISDS system.

This will include you to attend all training on the ISDS system.

Minimum Qualifications :

• Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation.
• Administrative support includes those duties beyond clerical / secretarial such as : interpretation of laws, rules, and regulations;

administrative data collection and analysis; and evaluation of projects, processes, and operations; OR

an equivalent combination of training and experience.

Requested Skills in

• Microsoft Office Word, Excel, Outlook, and PowerPoint
• Interpreting and applying statutes, rules, regulations, policies, procedures, and guidelines
• Employee confidential information handling practice
• Scheduling for 24-hour operations
• Working knowledge of timekeeping system
• Staffing rosters production, process, and procedures
• Navigating Oregon Department of Corrections Union Collective Bargaining Agreement

Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to an interview.

In the Work Experience section of your online application clearly describe your experience as it relates to the minimum and special qualifications, requested skills, and / or desired attributes.

Be sure to demonstrate you have obtained any skills requested or required through education, work experience, or by showing you have transferable skills (i.

e., skills obtained through military education or experience) that substantially relate to this position. Your application and work experience will be used to determine how related your experience is to this position.

Failure to provide this information will result in eliminating your application from further consideration. A resume will not substitute for completing the work experience section of your application.

Working Conditions

Working onsite at a minimum and medium security prison in an office environment including contact with Adults in Custody.

Extended use of computers and filing system. Large volume of documentation and processing while preparing annual bidding.

May be called back in case of an emergency according to collective bargaining agreements.

Requirements for Employment

You must be able to pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.

Due to CJIS requirements related to system access, the following convictions are likely to result in being disqualified for this position : felony convictions, computer theft, identify theft and fraud.

CJIS clearance is done at the conditional job offer.

The Selection Process We expect to

• Initial review of minimum qualifications, knowledge, and skills.
• Consideration of top candidates - Recruitment will review and refer the top candidates to the hiring manager.
• There will be interviews and / or testing to determine the best candidates for a position.
• Background check and reference checks - All finalists must pass a thorough a criminal record check and reference check.

Benefits

The salary range listed above is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted range.

The State of Oregon provides a generous benefit package, which includes family health and dental insurance, optional short and long-term disability and term life insurance all of which can be tailored to individual needs.

Also provided are fully paid retirement program, modest life insurance policy, paid holidays, vacation and sick leave. Position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.