Administrative Specialist 2, Administrative Assistant (Salem) at State of Oregon

, , United States -

Full Time

Start Date

Immediate

Expiry Date

04 Apr, 26

Salary

6418.0

Posted On

04 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Secretarial Experience, Administrative Support, Office Procedures, Report Preparation, Data Collection, Microsoft Office Suite, Organizational Skills, Communication Skills, Respect for Diversity, Problem Solving, Scheduling Experience, Billing Experience, Report Compilation, Time Tracking, Training Tracking, Confidentiality

Industry

Government Administration

Description

Initial Posting Date: 01/02/2026 Application Deadline: 01/11/2026 Agency: Department of Corrections Salary Range: $4,867 - $6,418 Position Type: Employee Position Title: Administrative Specialist 2, Administrative Assistant (Salem) Job Description: 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. Minimum Qualifications 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. Requested Skills 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 Preferred Skills: 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 Application Information In the Work Experience section of your application make sure to include the dates and duties of all relevant positions and details to support how you meet these attributes. If you do not include education or work experience meeting the minimum qualifications, you will not be considered for the position. Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview. Applicants must meet the minimum qualifications on or before the job posting close date. The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submittal. These questions are necessary to complete the application process. Please monitor both your email and Workday account for updates regarding this recruitment. As part of our selection process, we may require additional assessment stages, such as written exercises, to further evaluate candidates’ qualifications. Meaningful participation in these exercises is required for all applicants moving forward in the process. Failure to complete the required exercise(s) within the specified timeframe will result in disqualification from consideration. All candidates who successfully complete these screening stages and meet the necessary requirements will advance to the next stage in the selection process. Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline. Working Conditions This position will be stationed at the ODOC Central Distribution Center in Salem, Oregon and is an in-person office role. It involves extensive computer use, frequent phone communication, and occasional use of standard office equipment in a busy environment where interruptions are common. Occasional travel, night or weekend work, and on-call or stand-by duties may be required, including responding to system emergencies outside normal business hours. The role requires working independently with minimal supervision. The position acknowledges the potential for positive change in individuals and supports environments that nurture transition readiness and public safety. Daily contact with AIC custodians and occasional interaction with other AICs is expected, and some project meetings may occur within correctional facilities. About the Department The Oregon Department of Corrections is responsible for over 12,000 adults in custody in 12 state prisons throughout Oregon. It advises and evaluates counties regarding administration of probation and parole programs supervising more than 24,000 offenders in Oregon communities. The mission is to protect communities, promote accountability, and transform lives. The Oregon Department of Corrections serves a diverse and changing population of people who are incarcerated and on supervision. We commit to creating an organization both reflecting the diversity of the population we serve and ensuring all employees thrive in a culture of safety, trust, and belonging. We strive to be an anti-racist corrections system. Welcoming, inclusive, and respectful of all people. Free of discrimination, harassment, and retaliation. The Department offers a variety of programs and opportunity to create a safe and healthy environment to for our staff, volunteers, and adults in custody. Joining the Oregon Department of Corrections is joining a team working for the benefit of our communities through innovative and proven correctional practices. Benefits The salary range listed above is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted range to reflect an additional 6.95%. The State of Oregon provides a generous benefit package, which includes: 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 And more About the Process – What to Expect After the application deadline, a recruiter will review submissions for education and experience to identify candidates who best fit the minimum qualifications and requested skills. Top candidates will be referred to the hiring manager. The hiring manager will review your application and schedule interviews. Interview will be held with a panel of stakeholders who have completed panel assessment training. Scores will be determined based on predetermined questions and scoring guides. Preferences points will be applied in compliance with relevant laws and bargaining agreements. There may be multiple rounds of interviews. Final candidates will have a background check, PREA check, and reference checks. A Classification and Compensation analyst will review the Workday Application of the successful candidate to determine starting wages. Learn more about Equal Pay. A job offer will be extended through Workday to the successful candidate. Congratulations, and welcome to the team! Requirements for Employment The successful candidate for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, there may be some felony convictions that could disqualify you for this position. However, having a felony record does not exclusively restrict you from being considered as an applicant. CJIS clearance is done at the conditional job offer. If you have questions about whether or not your criminal record could disqualify for you, please contact the recruiter for more information. Equity, Diversity, Inclusion, and Belonging (EDI&B) is embedded in the Department of Corrections core values. The department strives to be a model employer committed to promoting diversity, equity, inclusion, and belonging. Ensuring legal compliance, efficiency, and exceeding expectations to deliver the best public services. We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. Additional information can be found from The U.S. Equal Employment Opportunity Commission (EEOC) Know Your Rights. The Oregon Department of Corrections is responsible for complying with the Federal Prison Rape Elimination Act (PREA 42 U.S.C. 1997). PREA prohibits the Oregon Department of Corrections from hiring, promoting, or contracting with anyone, (that will have direct contact with residents), who has engaged in, been convicted of, or been civilly or administratively adjudicated for engaging in sexual abuse in confinement settings. Learn more about PREA. Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our veterans’ preference page for details about eligibility. Please note – if you are a veteran, you will receive a task in Workday to upload your documents immediately after you submit your initial application. You will have up until 24 hours after the posted application deadline to submit the appropriate documentation. The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process. Questions If you have questions about the position, selection process, or need accommodations to participate in the recruitment process please contact the recruiter and reference the requisition number. Recruiter: Maria Arellano, Maria.A.Arellano@doc.oregon.gov Reference Number: 192378 Workday will timeout after 15 minutes of inactivity. You may lose progress on your application. Workday performs weekly maintenance Friday evenings, and the system may be down for several hours. ODOC does not offer visa sponsorship. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States. This applicant list may be used to fill future vacancies. Application information may be used throughout the entire selection process. This process is subject to change without notice. This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract. The pay and benefits on all announcements may change without notice. Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon “flies with her own wings.”

Responsibilities

The Administrative Specialist 2 position provides strategic operational and critical administrative support to upper-level management and represented staff. Responsibilities include managing the manager’s calendar, preparing agendas, arranging travel, and handling confidential materials.